Create a template from an email you've already written

The fastest way to make an Outlook template is to write an email the way you want it, then save it as a template. Open the message you want to turn into a template — it can be a draft or a sent message. Go to File at the top left, then select Save As. In the dialog box that opens, change the file type dropdown from "Outlook Message Format" to Outlook Template. Name the template something you'll recognize, like "Monthly Status Report" or "Client Onboarding Welcome". Click Save.

Outlook stores templates in a folder on your computer. On Windows, this is usually in your user folder under AppData\Roaming\Microsoft\Templates. On Mac, templates go in Documents\Microsoft User Data\Office 2019 Templates or a similar path depending on your Outlook version. You don't need to find this folder yourself — Outlook handles it automatically when you save.

Key Takeaways

  • Save any email as an Outlook Template through File > Save As, then change the file type to "Outlook Template".
  • Use templates for emails you send repeatedly, like status reports, client responses, or meeting requests with the same structure.
  • Edit a template by opening it from your template folder, making changes, and saving it again as a template file.
  • When you need the template, go to File > New > Choose a Template and select your saved template to create a new message.

Use a template to start a new message

Once you've saved a template, you can use it anytime you need to send a similar message. Click File in the top menu, then New, then Choose a Template. A window opens showing all your saved templates. Click the one you want, and Outlook creates a new message with all the text, formatting, and structure from that template already filled in. You can then edit the specific details — names, dates, amounts, or any other information that changes from message to message.

If you use a template often, you can also add it to your Quick Access toolbar for faster access. Right-click the template in your template folder and select "Add to Quick Access Toolbar" (the exact wording varies by Outlook version). After that, the template appears as a button you can click directly from the main Outlook window.

Edit or update an existing template

Templates are just files, so you can open and change them like any other document. Go to File > Open > Browse, then navigate to your Templates folder. Select the template you want to edit and click Open. Make whatever changes you need — reword sentences, add new sections, remove outdated information, or change the formatting. When you're done, go to File > Save As again, make sure the file type is still set to "Outlook Template", and save it with the same name (Outlook will ask if you want to replace the old version — click yes).

Keep templates straightforward and focused. A template for "Client Inquiry Response" should have the greeting, your standard opening, a section for the specific answer, and your closing — but leave the middle section blank or with placeholder text so you remember to customize it. Templates that are too rigid or too long often end up unused because they take longer to edit than writing from scratch.

Templates for common email types

Think about which emails you write most often and take the longest to compose. Status reports, meeting confirmations, client welcome messages, and follow-up emails are good candidates. If you manage a team inbox or shared mailbox, templates help everyone respond consistently — for example, a "Password Reset Instructions" template ensures every user gets the same clear steps.

You can also create templates for emails that need specific formatting or legal language. A template for contract review requests, invoice follow-ups, or complaint responses ensures nothing gets left out and the tone stays professional. The goal is to save time on structure and wording so you only have to fill in the details that actually change.

Organize templates by creating folders

If you have many templates, create subfolders to keep them organized. In Windows, open File Explorer and navigate to your Templates folder (AppData\Roaming\Microsoft\Templates). Right-click in the empty space and create a new folder — name it something like "Client Responses" or "Reports". Move related templates into that folder. Outlook will show these subfolders when you go to File > New > Choose a Template, so you can find the right template faster.

Name templates clearly so you know what they're for at a glance. "Q4 Status Report Template" is better than "Report 1". "New Vendor Onboarding" is better than "Email". The few seconds you spend naming templates well saves time every time you use them.

Share templates with your team

If you work in an organization where multiple people need the same templates, you can share them. Save the template file itself (not just the email) and send it to your colleagues. They can place it in their own Templates folder, and it will appear in their File > New > Choose a Template menu. This is especially useful for support teams, sales teams, or any group that sends similar messages regularly.

Some organizations use shared mailboxes or team inboxes where multiple people send messages on behalf of the same address. Templates in a shared mailbox work the same way — anyone with access to that mailbox can use the templates stored there. Make sure the person setting up the templates documents what each one is for and when to use it, so the team stays consistent.

Frequently Asked Questions

Can I use templates in Outlook on the web or Outlook mobile?

Outlook on the web (Outlook.com or Office 365 web version) does not have the same template feature as the desktop version. You can save drafts and reuse them, but there's no formal template system. Outlook mobile also lacks templates. If you need templates across devices, use the desktop version to create them, then access your desktop Outlook from any computer.

What's the difference between a template and a draft?

A draft is an unsent message in your Drafts folder. A template is a saved file designed to be reused many times. Drafts disappear once you send them; templates stay available. Templates also don't count against your mailbox storage the way drafts do, and they're easier to organize and share.

Can I add images or attachments to a template?

Yes. Add the image or attachment to your email before saving it as a template. When you use the template later, the image or attachment will be included automatically. This is useful for templates with logos, signatures, or standard documents that go out with every message.

How do I delete a template I no longer need?

Open File Explorer (Windows) or Finder (Mac) and navigate to your Templates folder. Find the template file, right-click it, and select Delete. It will no longer appear in your File > New > Choose a Template menu. You can also move it to a subfolder called "Archive" if you might need it again later.

Can I create a template with a signature already included?

Yes. Write your email with your signature at the bottom, then save it as a template. When you use the template, the signature will be there. However, if you change your signature settings later in Outlook, the template won't update automatically — you'll need to edit the template file itself to change the signature.