How to create, edit and reuse email templates in new Outlook
New Outlook has two kinds of templates: Mail Templates for complete emails (subject, BCC, tables, attachments) and My Templates for short text blocks. This guide shows how to use, create and edit both.
By Nur Islam- 5:52 video
- 5 steps
Jump to a step (5)
Office managers, freelancers and finance admins send the same invoices, welcome emails and meeting reschedules every week and rebuild them from old sent items each time. That wastes time and invites mistakes like a missing attachment or the wrong BCC.
Built-in Mail Templates save a whole email, including the subject, recipients, BCC, rich text, tables, signature and attachments. My Templates saves short snippets like a disclaimer or an approval confirmation that you drop into any email. Templates you create in the New Outlook app also appear in Outlook on the web.
What you need
- New Outlook for Windows or Outlook on the web
- A Microsoft 365 or Outlook.com mailbox
- The email you want to reuse (subject, body, any attachment)
Step by step
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01
Start an email from a saved template
Select the arrow next to
Newand chooseMail from template. Pick a template. The email opens with everything saved in it: subject, BCC, attachment, rich text body, tables and signature.Fill in the placeholders (in the demo an invoice: client name, month, hours and amounts in the table) and send. Templates that need no edits, like a new client welcome email, are ready to send as they are.
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02
Write the email you want to save
Compose a new email and open it in a new window. Add the subject and body, and your signature if you want it in the template. Add any attachment that should always go with it. It is saved with the template.
The demo builds a meeting reschedule request with space to add available dates and times.
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03
Save it as a Mail Template
Select
File>Templates>Save email as template. Give it a name (for exampleMeeting Reschedule Request) and save. Next time useNew>Mail from templateto open it. Changes you make in a new email do not change the saved template. -
04
Edit a saved Mail Template
Select the gear icon >
Mail>Templatesand select the pencil icon next to the template. Make your changes, then selectFile>Templates>Save email as template, choose the existing template so it is overwritten, and selectSave. -
05
Add text blocks with My Templates
In a new email, on the
Messagetab, selectMy Templates. Select+ Template, enter a title and the text, and save.To use one, place the cursor where the text should go and select the template. To edit one, hover over it and select the pencil icon.
Tips and common problems
- Use Mail Templates for complete emails with a subject, recipients, tables and attachments. Use My Templates for short snippets you paste into replies.
- Editing an email opened from a template does not change the template. To update it, save again over the existing template.
- Attachments are stored with Mail Templates, so leave out files that change each time.
- Templates created in the New Outlook app sync to Outlook on the web, so you can use them from any device.
Using classic Outlook? See Email templates in classic Outlook.
Questions
Where are email templates in New Outlook?
Select the arrow next to New and choose Mail from template. To manage them, go to Settings (gear icon) > Mail > Templates.
Can an Outlook email template include an attachment?
Yes. In New Outlook, Mail Templates save attachments, BCC recipients, tables and formatting along with the subject and body.
What is the difference between Mail Templates and My Templates in Outlook?
Mail Templates save a complete email you send as a new message. My Templates saves short text blocks that you insert into any email or reply from the Message tab.
