The new Outlook for Windows currently lacks the classic email templates feature. This means you cannot save a pre-formatted email draft for repeated use. This article explains why the feature is absent and provides practical methods to replicate its function. You will learn how to use Quick Parts and signatures to create reusable email content.
Key Takeaways: Creating Template Workarounds in New Outlook
- Quick Parts (Building Blocks): Save formatted text, images, and tables for instant insertion into any new email.
- Signatures Feature: Store complete message drafts as signatures to load them into the email body with one click.
- OneNote or Text File: Keep a library of common email drafts in an external document for manual copying.
Why Classic Email Templates Are Unavailable
The new Outlook app is a progressive web application built on a different codebase than the classic desktop version. Microsoft is rebuilding features incrementally, and the dedicated email templates tool has not been ported over yet. The development team prioritizes core mail, calendar, and contact functions first. For now, you must use existing features within the new Outlook or companion apps to save time on repetitive emails.
Steps to Create Reusable Email Content
The most effective workarounds use the Quick Parts and Signatures features built into the new Outlook compose window. These methods let you store and insert pre-written content.
Method 1: Using Quick Parts
Quick Parts, also called Building Blocks, store text and formatting. You can insert them into the body of any new email message.
- Compose your template draft
Open a new email and type the text you want to reuse. Include all formatting, placeholders like [Customer Name], and any standard disclaimers. - Select the content and save it
Highlight the entire block of text in the email body. Click the three-dot menu in the compose ribbon and select Quick Parts. Choose Save Selection to Quick Part Gallery. - Name and categorize the entry
In the dialog box, give your template a clear name, for example, Project Update. You can assign a gallery category like General. Click Save. - Insert the Quick Part later
When writing a new email, place your cursor where the template should go. Open the Quick Parts menu again and click the name of your saved entry to insert it instantly.
Method 2: Using Email Signatures
The signatures feature can hold more than just a sign-off. You can save entire email drafts and insert them without sending your actual signature.
- Create a new signature
Go to Settings > Compose and reply. In the Email signature section, click Create new signature. Name it after your template, such as Weekly Report Draft. - Build your template in the signature editor
In the editing box, write the full email draft you want to reuse. Apply all necessary formatting and include instructional placeholders. - Set the signature to insert manually
Ensure the dropdown for default signatures is set to None. This prevents the template from auto-inserting when you create a new message. - Insert the signature as a template
When composing an email, click the signature icon in the ribbon. Select your named template draft from the list. The full content will be inserted into the email body for you to edit.
Common Mistakes and Limitations to Avoid
These workarounds are powerful but have specific constraints. Knowing them prevents frustration.
Quick Part Does Not Appear in the Menu
If your saved Quick Part is missing, you likely closed the original email without sending it. Quick Parts are saved globally, but sometimes a restart of Outlook is needed for them to appear. Ensure you saved the selection correctly by checking the Quick Parts gallery immediately after saving.
Signature Template Adds Unwanted Footer
If your actual contact signature appears below the template text, your default signature settings are incorrect. Go to Settings > Compose and reply. For both New message and Replies/forwards, set the default signature to None or to your actual contact signature only.
Need to Share Templates with a Team
Quick Parts and signatures are stored locally on your computer. They cannot be directly shared. For team-wide templates, create the draft in a shared OneNote notebook or a Word document stored on a shared network drive. Team members can then copy the content from that central source.
Workaround Method Comparison
| Item | Quick Parts | Signatures |
|---|---|---|
| Best for | Short text blocks, formatted tables, standard paragraphs | Longer, complete email drafts with complex formatting |
| Insertion method | Menu in compose ribbon (Quick Parts) | Signature icon in compose ribbon |
| Storage location | Local Outlook building blocks file | Outlook settings cloud or local |
| Ease of editing | Must recreate and save the Quick Part | Edit directly in Settings > Compose and reply |
| Works offline | Yes | Yes, if cached |
You can now create reusable email content despite the missing templates feature. Use Quick Parts for common paragraphs and the signatures tool for full drafts. For advanced use, combine these methods with Windows Clipboard History using the Windows key + V shortcut to store multiple text snippets.