How to create an email template in Microsoft 365?

Often times, we often find ourselves sending emails which look very similar. For example when inviting people to an interview or contacting a supplier for a quotation. It is time-consuming to always write every email from scratch, especially if you compose tens or hundreds of emails every week. Fortunately, Outlook has a feature that you can use to create email templates that you can easily use to save time on writing similar kind of emails.

If you are keen to learn how to create email templates in Outlook, this guide is for you. I will take you through the step-by-step procedure for creating different email templates in With minor changes, the process below will work on the desktop editions of Microsoft Outlook 2016, 2019 and 2021/ 365.

Make and use templates in

Here we go:

  • Step #1: Open and head on to your inbox
  • Step #2: Start creating the template. To create a template, Open “New messages” – this option is located in the top-right corner of your application. Click the three dots as indicated in the image above and choose the “My templates” Option. 
  • Step #3: Templates details. Under “My Templates,” click the “+Template” option. It will open a new window with the option of adding the template title and the body. What you use as your body and title in the template depends on the kind of emails you intend to compose using this template. The idea is to add all the texts that will likely be similar in all the emails so that you save time that you would have otherwise wasted while rewriting such texts. 
  • Step #4: Using your template. After creating your templates, you can always choose the most suitable template based on the email you are creating. To implement the template, you simply have to click the three dots as shown in the image above and choose your desired template. The good news is Outlook allows you to create as many templates as possible, so take advantage of that. 

Important Note: Templates are stored on your account, so you will only be able to access them while logged into this same account across all your devices. Once you log in with a different email, you will no longer have access to these templates.