How to create Email Templates in new Outlook app

I will tell you How to create email templates in the new Outlook application

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 every 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 create email templates in the new Outlook application

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 every 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 create templates in the new Outlook?

The My Templates feature in the new Outlook app allows you to create new email templates and save them for later use whenever you want with just a few clicks. This sidebar saves templates for easy access while composing new emails. This has made it much quicker and easier to insert pre-written content into emails without the hassle of navigating through menus or managing multiple files.

Create Email Templates in the 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 in “My Templates” 
• Save the template in “My Templates” 

Let’s look at it 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 where necessary for content that will change with each use.

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

You will see My Templates in the list of add-ins. Click My Templates.

A side panel will appear. You will see some default sample templates provided by Outlook. To create a new custom template, simply click the + Template button.

You will see fields where you can enter a “Title” for the template and the content of the message. Copy and paste your message into the regular email window in the template editor. The template will retain all of your email formatting, so you won't need to do it again 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 the Outlook My Templates app is 32 kilobytes (KB). If the content exceeds this limit, you will receive an error and the template will not be saved.
• The title of a template is limited to 32 characters, including spaces.
• Content can include text, hyperlinks, and basic formatting (such as bold, italics, and bullets) along with images. However, advanced options such as tables or embedded media (videos, attachments) are not supported.
• Templates are limited to the body content of the message only. You can't preset fields like To, Cc, Bcc, Subject or add attachments.

Use email templates in the new Outlook. 

Once you've created the template, they'll appear in the My Templates sidebar for easy access. Here's how to use it: Start by clicking New Mail in Outlook. In the email composing window, click the Apps icon in the top action bar and select My Templates from the drop-down menu.

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

Edit or delete email templates in the new Outlook 

To edit or delete email templates in the new Outlook, follow these steps: Start by clicking New Mail. In the email composing window, click the Apps icon in the top action bar and select My Templates. Hover over the desired template in the My Templates sidebar. You will see two icons on the right side.

• Editing the template: Click the Edit icon next to the list of templates, make your changes, and click Save.
• Deleting the template: Click the Delete icon. Be careful because you will not be asked for confirmation of deletion.

Read: The BestFree email template creation software and online tools.

My Templates is missing from Outlook mailbox

If you can't find the My Templates feature in your mailbox, try the following steps:

• Make sure you're using the latest version of New Outlook. Updating may resolve the issue.
• Click New Mail. From the top action bar, select Apps > Get Add-ins. In the Add-ins for Outlook window, find My Templates and click Add.
• Confirm with your organization's IT administrator that the My Templates feature is enabled in the backend. Look within the Managed by administrator section under My Add-ins (in the Add-ins for Outlook window) to verify that My Templates has been added.

In short, while the templates in the new Outlook are primarily designed for short, text-only messages due to their sizes and functional limitations, they are still useful to you for sending quick, consistent, pre-composed emails that facilitate more efficient routine communication.

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