How to Create an Email Template in Outlook 365

Creating Templates with My Templates

1. Open Outlook 365 in your browser (outlook.office.com) or the new Outlook app.
2. Click New mail to open a compose window.
3. In the compose toolbar, click the three dots (...) → My Templates.
4. A panel opens on the right. Click + Template.
5. Enter a Template name (e.g., "Client Welcome").
6. Type or paste your template content in the text area.
7. Click Save.

Using a Template

1. Open a new email or reply.
2. Click the three dots (...) → My Templates.
3. Click on the template you want to insert.
4. The template text is inserted at your cursor position.
5. Customize placeholders and complete the email.

Editing and Deleting Templates

• Edit: Open My Templates, hover over the template, click the pencil icon, make changes, and save.
• Delete: Open My Templates, hover over the template, click the trash icon.

Limitations of My Templates

• Plain text only: My Templates does not support rich formatting, images, or HTML. For formatted templates, use the classic Outlook .oft method (see Outlook templates guide).
• No subject line: Templates insert into the body only. You must type the subject line manually.
• No attachments: Templates cannot include file attachments.
• Character limit: Each template is limited to approximately 32KB of text.
• Personal only: Templates are tied to your account and cannot be shared with others directly.

Alternative: Organization-Wide Signatures and Templates

Microsoft 365 admins can create organization-wide email templates using mail flow rules:

1. Go to the Exchange Admin Center.
2. Navigate to Mail flow → Rules.
3. Create rules that append standard disclaimers, signatures, or template text to emails.
4. Apply to specific users, groups, or the entire organization.

Tips for Outlook 365 Templates

• Use clear naming: "Sales — Cold Outreach" is easier to find than "Template 3."
• Include placeholders: Use [BRACKETS] for text you will customize each time.
• Create templates for common replies: FAQs, meeting scheduling, project updates — anything you write repeatedly.
• Combine with Quick Steps: Use Outlook Quick Steps alongside templates for common email workflows.
• Consider AI instead: AI email tools like Monssot can generate personalized emails from scratch, eliminating the need for static templates.

For the classic desktop version, see Outlook email templates. For other platforms, see Gmail templates. For ready-to-use templates, explore all email templates, sales templates, and confirmation templates.

Related: Outlook signatures, writing emails faster, and email management.

Explore all guides in this series: email templates guide, Outlook templates, Gmail templates, sales templates, confirmation emails, invoice emails, onboarding emails, welcome emails, sales follow-up, abandoned cart emails, PR emails.