Save frequently used templates and insert them while composing
Save the subject and body of a message as your own template, insert it in two clicks, overwrite it to fix mistakes, and delete it when you no longer need it.
Quotes and appointment confirmations — the things you retype every week. Save one once as a template, then insert it next time instead of hunting down an old message to copy.
A template is private to your mailbox: coworkers cannot see it, and administrators do not manage it. Each mailbox can save up to 50 templates.
Before you start
- You can sign in to your mailbox on webmail
Save a message you are writing as a template
- Click Compose, and type a subject and body like an ordinary message
- In the button row next to Send, click ⋮ (More options) → Templates → Save draft as template → Save as new template
- Name it in the Enter a new template name box — it suggests the message's subject by default, edit it if you like — then click Save
A template keeps the message's subject and body, including a signature if one is already in the message. Recipients and attachments are not saved.
Name templates by when you'll use them
"Appointment confirmation" is easier to find than "Dear valued customer…". Two templates cannot share a name — if they do, the dialog shows You already have a template with this name and you pick a different name.
Insert a template into a message
- In the compose window (or the inline reply box right under a message), place the cursor where you want to insert
- Click ⋮ → Templates, then pick a template name under Insert template
On phones (narrow screens), the ⋮ button also groups Insert image and Insert signature — Templates is still there and works the same way.
The template's content is inserted at the cursor, without deleting what you already typed. The subject is only filled in from the template when the subject field is empty — if it already has text, that text stays as is.
Edit a saved template
There is no template-editing page. Instead: insert the template into a new message, edit the content, then ⋮ → Templates → Save draft as template → pick the template's name under Overwrite template. Confirm with Save in the Overwrite saved template? dialog.
Delete a template
⋮ → Templates → Delete template → pick a name → click Delete in the Delete saved template? dialog. The template is deleted for good — there is no trash to recover it from.
Check the result
- Open ⋮ → Templates again — the template you just saved appears under Insert template
- Insert it into a new message and compare the subject and body against the original message you saved
Common problems
| Symptom | Cause |
|---|---|
| The Templates menu only shows No templates yet | This mailbox has not saved any templates yet — templates are not shared between mailboxes |
| Inserting a template does not change the subject | The subject field already has text; clear it and insert again, or type the subject by hand |
| The Save button in the naming dialog is greyed out | The name field is empty |
| It shows You have reached the limit of 50 templates. Delete an old one to save a new one. | Delete an old template, then save again |
| It shows The template exceeds 1 MB. Remove some inline images and save again. | Each template is capped at 1 MB — inline images count toward it; remove some or link to them instead |
Email signature
Create one or more signatures for your mailbox, pick the default for new messages and for replies, and set where the signature sits relative to quoted text.
Auto-reply
Set an automatic reply for your mailbox, limit the period it runs for, and avoid the mistakes that leave senders with the wrong message or none at all.