Use email templates to create and save messages with content that rarely changes, so you can reuse them when needed.
In new Outlook for Windows, classic Outlook, and Outlook on the Web, you can save templates using the Mail Templates built-in feature or the My Templates add-in, depending on the content and purpose of the template.
|
Mail Templates |
My Templates add-in |
| Purpose |
It saves full emails, including recipients, subject, body, formatting, and attachments. |
It only stores short text snippets for quick insertion into an email. |
| Formatting Support |
It supports rich formatting, images, tables, and attachments. |
It only supports plain text with basic styling. |
| Use Cases |
Ideal for complete, repeatable emails like newsletters or announcements. |
Best for inserting just reusable phrases like standard replies. |
Important
To use Mail Templates and the My Templates add-in, your account needs to have a qualifying Microsoft 365 subscription.
Create a template using Mail Templates
- From the Home ribbon, select New > Mail . In the email draft, add any content you would like to save in a template, including recipients, subject and attachments.
- From the Message ribbon, select Mail template > Save email as template.
- In the Save email as template dialog, type a name for your template, and then select Save .
- To view your saved templates, open the Settings page , and select Mail > Templates. The templates are listed by account.
Note
- Templates you create in new Outlook for Windows using the Mail Templates built-in feature are saved to the account you are composing the email draft from. These templates can also be accessed from that account mailbox in Outlook on the web.
- For more information on how to send an email message using a template, see Send an email message based on a template .
Create a template with My Templates add-in
From the Home ribbon, select New > Mail .
From the Message tab of the ribbon, select My 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.
In the My Templates task pane, select +Template .
In the Title field, enter a name for the new template.
In the succeeding field, enter the template message.
Select Save . The saved template now appears in the My Templates task pane.
Note
Templates you create in new Outlook for Windows using the My Templates add-in 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 and classic), or on Mac.
Template availability in shared mailboxes
While using a shared mailbox in new Outlook, 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 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 as a non-promoted account, even if you created the template.
Create a template using built-in controls
On the Home menu, select New Email .
Note
To create an email message using a keyboard shortcut, press Ctrl + Shift + M .
In the message body, enter the content that you want.
In the message window, select File > Save As .
In the Save As dialog box, in the Save as type list, select Outlook Template .
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
From the ribbon, select New Email .
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.
In the My Templates task pane, select +Template .
In the Title field, enter a name for the new template.
In the succeeding field, enter the template message.
Select Save . The saved template now appears in the My Templates task pane.
Note
- Templates you create in classic Outlook using the My Templates add-in 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 and classic), 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.
Important
To use Mail Templates and the My Templates add-in, your account needs to have a qualifying Microsoft 365 subscription.
Create a template using Mail Templates
- From the Home ribbon, select New > Mail . In the email draft, add any content you would like to save in a template, including recipients, subject and attachments.
- From the Message ribbon, select Mail template > Save email as template.
- In the Save email as template dialog, type a name for your template, and then select Save .
- To view your saved templates, open the Settings page , and select Mail > Templates. The templates are listed by account.
Note
- Templates you create in Outlook on the web using the Mail Templates built-in feature are saved to the account you are composing the email draft from. These templates can also be accessed from that account mailbox in new Outlook for Windows.
- For more information on how to send an email message using a template, see Send an email message based on a template .
Create a template with the My Templates add-in
From the ribbon, select New > Mail .
From the Message tab of the ribbon, select My 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.
In the My Templates task pane, select +Template .
In the Title field, enter a name for the new template.
In the succeeding field, enter the template message.
Select Save . The saved template now appears in the My Templates task pane.
Note
Templates you create in Outlook on the web using the My Templates add-in are saved to your primary mailbox. You can then access these templates from your primary mailbox in other platforms, such as Outlook on Windows (new and classic) or on Mac.
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.
Note
Templates created in your primary mailbox aren't available from a shared mailbox opened in a new tab or window. To work around this, open the shared mailbox in the same tab or window as your primary mailbox in Outlook on the web.
See also
Send an email message based on a template
Can I create email templates in Outlook for Mac?
Create and use a résumé template
