Create an email message template

Template availability in shared mailboxes

While using a shared mailbox in new Outlook on Windows, the availability of the templates you create with the My Templates add-in may differ depending on whether you promoted a shared mailbox to a full account (to learn more, see Manage shared mailbox settings in new Outlook).

If you access a shared mailbox that hasn't been promoted to a full account, templates you create are only available to your account. Other users who have access to the shared mailbox can't view or edit the templates you create.

However, if you access a shared mailbox that's been promoted to a full account, templates you create there can be viewed and edited by anyone with access to the shared mailbox, provided they also open the shared mailbox in new Outlook on Windows and promote it to a full account. These templates aren't available if the shared mailbox is accessed on other platforms or in new Outlook on Windows as a non-promoted account, even if you created the template.

Create a template using built-in controls

1. On the Home menu, select New Email. 

   Note: To create an email message using a keyboard shortcut, press Ctrl + Shift + M.

2. In the message body, enter the content that you want.

3. In the message window, select File > Save As.

4. In the Save As dialog box, in the Save as type list, select Outlook Template.

5. In the File name box, type a name for your template, and then select Save.

By default templates are saved in the following location:

c:\users\username\appdata\roaming\microsoft\templates

Create a template with the My Templates add-in

1. From the ribbon, select New Email.

2. From the Message tab of the ribbon, select View Templates. This opens a task pane.

   Tip: ​​​​​​​If you don't have My Templates listed, your organization may have add-ins turned off. For further assistance, contact your administrator.

3. In the My Templates task pane, select +Template.

4. In the Title field, enter a name for the new template.

5. In the succeeding field, enter the template message.

6. Select Save. The saved template now appears in the My Templates ​​​​​​​task pane.
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   Notes: 

   • Templates you create in classic Outlook on Windows are saved to your primary mailbox. You can then access these templates from your primary mailbox in other platforms, such as Outlook on the web, on Windows (new), or on Mac.

   • While you're in the context of a shared mailbox in classic Outlook for Windows, templates created with the My Templates add-in from the shared mailbox are only available to your account. Other users with access to the shared mailbox can't view or edit the templates you create. If you want to create a template that can be used and edited by anyone with access to the shared mailbox, see the Template availability in shared mailboxes section of the Outlook on the web tab.

Template availability in shared mailboxes

While using a shared mailbox in Outlook on the web, the availability of the templates you create with the My Templates add-in may differ depending on how you access the mailbox.

If you access a shared mailbox in the same tab or window as your primary mailbox, templates you create are only available to your account. Other users who have access to the shared mailbox can't view or edit the templates you create.

However, if you access a shared mailbox from a separate tab or window using the Open another mailbox option, templates you create there can be viewed and edited by anyone with access to the shared mailbox, provided they also open the shared mailbox using the Open another mailbox option. These templates aren't available if the shared mailbox is accessed on other platforms or in Outlook on the web from the same tab or window as your primary mailbox, even if you created the template.