Applies To

Outlook for Microsoft 365
Outlook 2024
Outlook 2021
Outlook 2019
Outlook 2016
New Outlook for Windows

Use email templates to send messages that include information that doesn't change frequently. You can compose and save a message as a template, then reuse it whenever you need it. New information can be added before the message is sent.

In the new Outlook, the recommended method for creating full templates is to save a completed email as an .eml file. Outlook also includes a simple built-in template feature that works well for short text snippets. The table below summarizes the differences.

Template options in the new Outlook

	.eml templates (Save as file)	Mail Templates built-in feature
Purpose	Saves complete emails, including subject, body, formatting, images, and attachments.	Stores short text snippets for quick insertion into an email.
Formatting and media support	Supports full formatting, tables, images, emojis, and signatures.	Best suited for simple text with light formatting only.
Use cases	Ideal for complete, repeatable emails such as onboarding instructions, equipment setup steps, or multi-section announcements.	Best for inserting short, reusable phrases such as acknowledgements, status updates, or brief confirmations.
Storage	Saved as .eml files on your computer (for example, in an “Email Templates” folder).	Managed inside Outlook in the Mail Templates panel.

For Jitasa workflows that require consistent formatting and structure, use .eml templates. The steps below describe how to create and use them.

Save a full email as an .eml template

Step 1: Create a new email

Open Outlook.
On the Home tab, select New Email.

New Email button in Outlook

Step 2: Build your template content

Compose the message exactly as you want it to appear each time you use the template.

Enter a subject line.
Type or paste the body of your email.
Use the formatting tools for headings, bullets, and emphasis as needed.
Add images, tables, or links if they are part of the template.
Include your standard signature, if required.

Composing a template email in Outlook

Step 3: Save the email as an .eml file

With the email still open, select Save As.
Choose the folder where you want to store your templates (for example, Documents > Email Templates).
In File name, enter a descriptive name such as New hire welcome.eml.
In Save as type, make sure Email Message (*.eml) is selected.
Select Save.

Save As dialog saving an email as an EML file

Use an .eml template to send a message

Open File Explorer and browse to the folder where you saved the .eml file.
Double-click the .eml file.
Outlook opens a new message window with the template content loaded.
Update the recipient, subject, or any text that needs to be customized.
Select Send.

Edit or replace an existing .eml template

Open the .eml file from File Explorer.
Make the necessary changes in the message window.
To update the existing template, select Save. To keep the original and create a new version, select Save As and give the file a new name.

Use the Mail Templates built-in feature (optional)

If you only need short, reusable text snippets, you can use Outlook’s built-in Mail Templates feature instead of .eml files.

Create a mail template

Select New Email.
Type the short text you want to reuse (for example, a confirmation or greeting).
Select the More options menu (three dots) on the message toolbar.
Choose Save as template.
Enter a name for the template and select Save.

Insert a mail template into a message

Create a new email or open a reply.
Select the More options menu (three dots).
Choose View templates.
Select the template you want to insert.
Edit the text if needed, then send your message.

Use this method only for short, plain-text content. For anything longer or formatted, use the .eml method described above.

.eml template notes and limitations

.eml files are stored locally and are not synchronized between devices.
.eml template files cannot be added to the My Templates add-in.
Opening an .eml file always creates a new draft message, which you can send or close without affecting the original file.

Troubleshooting

“Save As” is not available

Make sure the message is open in its own window. In the message list, double-click the message to open it, then try again.

The file did not save as .eml

In the Save as type list, verify that Email Message (*.eml) is selected before saving.

The .eml file does not open in Outlook

Right-click the file, select Open with, and choose Outlook.

Tips for organizing templates

Create a dedicated folder such as Documents > Email Templates to store all .eml files.
Use descriptive names like New hire welcome or Equipment setup instructions.
Review templates periodically to keep wording and instructions up to date.

How to Create and Save an Email Template as an .EML File (New Outlook)