How to create Email Templates in new Outlook app

In this post, we will show you how to create email templates in the new Outlook app for Windows 11.

Creating email or message templates in Microsoft Outlook (classic) involved manually composing an email, saving it as an ‘Outlook Template’ file, and then reopening that file each time you wanted to use it. However, the new Outlook simplifies this process. Instead of saving and locating external template files, you can create, access, and modify templates directly within the app.

How to make templates in new Outlook?

The My Templates feature in the new Outlook app allows you to create new email templates and save them for future use with just a few clicks. These templates are stored within a sidebar for quick access while composing new emails. This makes it much faster and easier to insert pre-written content into emails without the hassle of navigating through menus or managing multiple files.

Create Email Templates in new Outlook app

To create an email template in the new Outlook app for Windows, follow these steps:

Create a new email
Create the template under ‘My Templates’
Save the template under ‘My Templates’

Let us see this in detail.

Open the new Outlook app and click the New mail button in the top left corner.

In the new message window, compose the email you want to use as a template. Include placeholders wherever needed for the content you will change with each use.

Next, click the Apps icon in the top action bar.

You’ll see My Templates listed under Add-ins. Click on My Templates.

A side panel will appear. You’ll see a few default sample templates provided by Outlook. To create a new, custom template of your own, simply click the + Template button.

You’ll see fields where you can enter a ‘Title‘ for the template and the message content. Copy-paste your message in the regular email window into the template editor. The template will retain all the formatting from your email, so you won’t need to redo it when you use it later. Next, enter a suitable title for the template and click the Save button.

Alternatively, you can create a new template by directly entering a ‘Title’ for the template and the message content in the template editor. Simply fill in the required fields and click the ‘Save’ button to save your template.

Notes:

The size limit for templates in Outlook’s My Templates app is 32 kilobytes (KB). If the content exceeds this limit, you’ll receive an error, and the template won’t be saved.
The title of a template is limited to 32 characters, including spaces.
The content can include text, hyperlinks, and basic formatting (such as bold, italics, and bullet points) alongside images. However, advanced formatting options, like tables or embedded media (videos, attachments), are not supported.
The templates are limited to the message body content only. You cannot preset fields like To, Cc, Bcc, Subject, or add attachments.

Use email templates in new Outlook

Once you’ve created the template, it will appear in the My Templates sidebar for easy access. Here’s how to use it:

Start by clicking on New mail in Outlook. In the email composition window, click the Apps icon in the top action bar and select My Templates from the dropdown menu.

Next, in the My Templates sidebar, find the template you want to use and click on it. The content will automatically be inserted into your email draft. Update any placeholders with recipient-specific details, make final edits, and then send your email as usual.

Edit or Delete email templates in new Outlook

To edit or delete email templates in the new Outlook, follow these steps:

Start by clicking on New mail. In the email composition window, click the Apps icon in the action bar on top and select My Templates. Hover over the desired template in the My Templates sidebar. You will see two icons on the right side.

To edit the template, click on the Edit icon (pencil) next to the template listing. Make your changes, then click Save.
To delete the template, click on the Delete icon (trash can). Be cautious, as it won’t ask for deletion confirmation.

Read: Best free Email Template Builder software and online tools.

My Templates in Outlook Mailbox is missing

If you’re unable to find the My Templates feature in your mailbox, try the following steps:

Ensure you are using the latest version of the New Outlook, as updating may resolve the issue.
Click New mail. In the top action bar, select Apps > Get add-ins. In the Add-Ins for Outlook window, search for My Templates and click Add.
Confirm with your organization’s IT admin that the My Templates feature is enabled on the backend. Look within the Admin Managed section under My add-ins (in the Add-Ins for Outlook window) to verify that My Templates has been added.

In conclusion, while the templates in the new Outlook are primarily designed for short, text-only messages (due to their size and feature limitations), they are still beneficial for quickly sending consistent, pre-written emails, making routine communication more efficient.

Read: Best Christmas Templates for Outlook email.

How do I create a new email template?

To create a new email template, start by composing an email you plan to reuse. Draft the content, layout, and structure that will remain consistent, and leave placeholders for the information you’ll personalize for each use, such as recipient names, dates, etc. Once the email is prepared, save it as a template in your email client under ‘Save as Template’ or a similar option.