What a template does and why you might want one

A template in Outlook is a pre-written email message you save and reuse. Instead of typing the same email from scratch each time, you open the template, fill in the specific details, and send. Templates work best for emails you send regularly with the same structure — a weekly status report to your manager, a standard customer response, a meeting request with your usual details already filled in.

The template stores the subject line, body text, formatting, and sometimes attachments. When you create a new message from the template, Outlook gives you a copy to edit. The original template stays unchanged, ready for the next time you need it.

Key Takeaways

  • Templates in Outlook are saved email drafts you can reuse; they do not send automatically and you control what goes in each copy.
  • The steps differ slightly between Outlook on the web, Outlook for Windows, and Outlook for Mac, but all three versions support templates.
  • You save a template by composing an email, then choosing "Save as Template" from the File menu or message options.
  • To use a template, you start a new message and select it from your template folder or the template menu, depending on your Outlook version.
  • Templates are stored locally on your device (Windows and Mac) or in your OneDrive folder (web version), so they do not sync across all your devices automatically.

Creating a template in Outlook for Windows

Open Outlook and start a new email message. Type the subject line and body text exactly as you want them to appear in the template. Include any formatting, bullet points, or standard phrases. If you want to add an attachment that should appear in every copy — like a company logo or standard document — attach it now.

Once the message looks the way you want it, click the File menu at the top left. Select Save As, then choose Outlook Template from the dropdown menu. A dialog box opens asking you to name the template. Use a clear, specific name like "Weekly Status Report" or "Customer Welcome Email" so you can find it later. Click Save. Outlook stores the template in a folder on your computer.

To use the template later, start a new message. Click File, then look for New and select Choose a Template. A window shows your saved templates. Click the one you want, and Outlook opens a copy ready to edit.

Creating a template in Outlook on the web

Log into Outlook on the web in your browser. Click New Message to start composing. Write the subject line and body text, add any formatting, and attach files if needed. Do not add a recipient yet — the template will not include the "To" field.

Once the message is ready, look for the three dots (more options menu) near the bottom of the compose window. Click it and select Save as template. A small dialog appears asking for a template name. Type something descriptive and click Save. The template is now stored in your OneDrive.

To use it, click New Message again. Look for the three dots menu and select My templates. Your saved templates appear in a list. Click the one you want, and Outlook fills in the subject and body. Add the recipient and any changes, then send.

Creating a template in Outlook for Mac

Open Outlook for Mac and create a new message. Write your subject line and body text with all the formatting and attachments you want included. When the message looks right, click the File menu at the top of the screen.

Select Save as Template from the File menu. A dialog box asks you to name the template. Enter a clear name and click Save. Outlook stores it in a Templates folder on your Mac.

To use the template later, click File and then New. Select Message from Template and choose the template you want from the list. Outlook opens a copy you can edit and send.

Where templates are stored and how to find them later

In Outlook for Windows, templates live in a folder on your hard drive, usually in a hidden folder within your user profile. You do not need to know the exact location — Outlook finds them automatically when you use the "Choose a Template" menu. If you want to delete a template, you can do that through the same menu.

In Outlook on the web, templates are stored in your OneDrive, which means they stay with your account. If you sign into Outlook on the web from a different computer, your templates are there. However, they do not automatically appear in Outlook for Windows or Mac on the same device — each version keeps its own template folder.

On Mac, templates are stored locally on that computer only. If you use Outlook on both a Mac and a Windows machine, you will need to create the template separately on each one, or manually copy the template file between devices.

Common reasons templates do not work the way you expect

If you create a template in Outlook for Windows but cannot find it later, check that you saved it as an Outlook Template file, not as a regular email draft. A draft goes into your Drafts folder and behaves like an unsent message, not a reusable template. The "Save as Template" option is different from "Save Draft."

If you are using Outlook on the web and your template does not appear in the "My templates" list, make sure you clicked "Save as template" from the compose window menu, not from somewhere else. Templates created in the web version do not show up in the desktop version of Outlook, even on the same computer.

If you added a recipient to the template before saving it, that recipient's name and email address will appear in every copy you create from the template. To avoid this, always leave the "To" field blank when you save a template, then add the recipient when you use it.

When to use a template instead of other Outlook features

Templates work well for emails you send with the same structure but different recipients or details each time. A weekly report, a customer response, or a meeting invitation with your standard availability are good candidates.

If you need an email to send automatically on a schedule, a template is not the right tool — Outlook does not have built-in automatic sending. You would need to use a third-party tool or a more complex setup with Microsoft Power Automate.

If you want to create a signature that appears on every email you send, use Outlook's Signature feature instead of a template. Signatures are simpler and explore to all your messages automatically. Templates are for full message bodies you reuse selectively.

Frequently Asked Questions

Can I edit a template after I save it?

Not directly. To change a template, you have to create a new one with the updated text and save it with the same name, which replaces the old version. Alternatively, use a template once, edit the message, and save it as a new template with a different name.

Will my template include the formatting and colors I used?

Yes. Templates save all formatting, including bold text, colors, fonts, bullet points, and tables. Attachments are also saved. The only thing not saved is the recipient's email address — you add that each time you use the template.

Can I share a template with a coworker?

In Outlook on the web, you cannot share templates directly through Outlook. You would need to send the template file to your coworker as an attachment and have them import it. In Outlook for Windows and Mac, templates are stored as files on your computer, so sharing is more complicated. Many teams use shared documents or email signatures instead.

What happens if I delete a template by accident?

Once deleted, the template is gone. Outlook does not have an undo for deleted templates. If you remember the text, you can recreate it by composing a new message and saving it as a template again. Keep important templates backed up if you rely on them heavily.

Do templates work on my phone or tablet?

Outlook for iOS and Android do not have a templates feature. If you use Outlook on the web from your phone's browser, you can access templates saved in your OneDrive, but creating new templates from a phone is not practical. Templates are designed for desktop and web use.