What Are Outlook Email Templates and Why To Use Them?

Learning how to use Outlook isn’t always easy, especially if you are using the Outlook web application. However, learning how to create templates and other Outlook tricks can really help you spend less time on messages and more time focusing on what really matters in life.

Outlook email templates are pre-created email drafts that you can make and save within any version of Outlook (except the mobile app). You can use these for a more elaborate message that you may send to potential clients when they reach out to you.

Regardless of the reasoning behind your desire, creating templates in Outlook will help you customize Outlook and save you time each day as you sift through your messages to respond to everyone.

How To Create Templates In Outlook

Before you can take advantage of the time savings you will net when you create Outlook rules or automations, you first need to know how to create an email template in Outlook.

However, figuring out how to add templates to Outlook is quite complicated. Unlike most other email services, Outlook runs several different set ups that all operate a bit differently. Therefore, you’ll need to know whether you are using the web app or the desktop client before adding templates to Outlook.

To create an email template in Outlook.com (on web), follow these steps:

Navigate to https://outlook.live.com/ and login to your account.
Click on New Message in the upper left of the page.

When the message box opens, click on the More Options in the lower right (three dots).
Scroll down and click on My Templates.
💡 Note: If you have not already enabled My Templates, you will be prompted to do so before you can create a template.
Click +Template.

From here, a new dialog box will open for you to title and type your template.
When you finish setting up your template, press Save.

💡 Note: This method only works for the web application. It does not work for Outlook mobile.

How To Create A Template In Outlook Email Client

If you prefer the Outlook desktop client, here’s how to save an email template in Outlook:

Navigate to the Home menu, then select New E-mail.

How to create a template in Outlook email client

When the message dialog box opens, format your message.
When you finish, go to File.

Choose Save As option. When the Save As menu opens, select Outlook Template as the type.

In the box labeled File Name, create a name for your email template.
Click Save.

How To Use Outlook Templates

Once you’re done creating email templates in Outlook, it’s time to start using them. Once again, though, the directions on how to access these templates vary based on the version of Outlook you are using.

If you are using the web app (Outlook.com), it’s very easy to access your pre-created templates. To do so, simply:

Navigate to https://outlook.live.com/ and login to your account.
Click on New Message in the upper left of the page.

When the message box opens, click on the More Options in the lower right (three dots).
Scroll down and click on My Templates.

When the My Templates list opens, you will see all of the templates you have created. Click on the one you’d like to use.
Make any necessary changes, then prepare the message to send.

⚠️ Reminder: Don’t forget to add the necessary email address(es) in the To box and add a subject line to your message!
When everything is ready, press Send.

How To Use A Template In Outlook Email Client

Unfortunately, using your pre-formatted templates isn’t as easy if you’re using the desktop client. Nonetheless, you can still access them by following these steps:

Open your Outlook email client.
Click New Items → More Items → Choose Form.

In the Choose Form dialog box, in Look In, click User Templates in File System. This will open in the default templates folder.
💡 Note: If you saved your templates in a different folder, you will need to select Browse and find the folder before moving to the next step.
Select the template you are looking for, then click Open.

Make any changes and make sure to enter the appropriate mail addresses, then press Send.

How To Edit Templates In Outlook

Unlike Gmail, Outlook actually allows you to edit your email templates for Outlook at any time.

If you’d like to do so in the web app, simply:

Open Outlook.com and click New Message.

Select the template you are looking for in Outlook

Select More Options → My Templates.

Select the Outlook template you are looking for

When your templates list opens, hover over the template you’d like to edit. You will see an option to Delete (trash can) or Edit (pencil + paper). Click Edit.
You can now make changes to the template title or text. When you’re done, press Save.

💡 Note: These directions are mostly the same for those wanting to know how to delete Outlook templates. Instead of selecting Edit in Step 3, you will just press Delete.

If you are wanting to edit a template through the desktop application, then:

Open your client application.
Click New Items → More Items → Choose Form.

In the Choose Form dialog box, in Look In, click User Templates in File System. This will open in the default templates folder.
💡 Note: If you saved your templates in a different folder, you will need to select Browse and find the folder before moving to the next step.
Select the template you are looking for, then click Open.
Now, you will make any edits you’d like to the email, but do not press send.
Instead, select Save As → Outlook Template.

Save just as you would with a new template.
When you press Save, you will be asked if you want to override the previous version. Select Yes.

You will be asked if you want to override the previous version

Let Clean Email Optimize Your Outlook Inbox Even More

Although creating templates can help you as you learn how to optimize Outlook, it isn’t a total solution. What you really need is an inbox management tool that will help you clear away the clutter and organize all of your messages so you can save even more time — and Clean Email is just that tool.

💡 Note: With Clean Email, you can manage emails and organize your inbox if you’re using the Outlook web email service provider (or any other mail provider with IMAP). The app doesn’t syncronize with the desktop Outlook email client.

In fact, Clean Email offers a lot of handy features that can help you really organize your inbox to its fullest potential and even reach the Outlook Inbox Zero. For example, the Unsubscriber tool lets you unsubscribe from newsletters and marketing messages with just a few simple clicks.

Unsubscribe from emails with Clean Email

You can also change where these messages appear and send them to dedicated Read Later folders so they aren’t clogging your main inbox.

Similarly, the Auto Clean feature helps remove labor off your plate by automating email tasks you typically do on a daily basis. To set this up, you simply perform an action and check “Selected and future similar emails” within the Clean Email app.

Clean Email includes several other helpful features as well that, when utilized, set you up to use all of the email management best practices that experts recommend for increased productivity.

Outlook Email Templates - FAQs

Can you create email templates in Outlook?

Yes, you can easily create Outlook templates just as you can in Gmail and other email services.

How do I access Outlook templates?

You can access your email templates in Outlook in several different ways. However, most people utilize the "My Templates" section or create a ribbon shortcut to access them.

What is the fastest way to create a template in Outlook?

The easiest way to create new templates is by composing a new message, then going through the steps to save that email as a template.

Where is my Outlook templates folder?

If you are saving your templates to your computer, they are likely stored in the default location where all Microsoft templates are stored. On a PC, you can find them by searching for %appdata%\Microsoft\Templates\

How do I manage email templates in Outlook?

Unlike Gmail, it’s fairly easy to manage your email templates for Outlook. You just need to select Open Templates, then you can see all the existing templates, make edits, or delete templates you no longer need.

How To Create And Use An Email Template in Outlook