How to create email templates in Outlook, Gmail and Tuta Mail.
Email templates can play a vital role in marketing and business as they offer a quick and nice way to save you loads of time from composing each email from the start. They offer a way out of your misery as they are a pre-written email which you can use and edit to write your own email.
Quick summary:
Creating an email template in Outlook
- Log into your Outlook account and compose a New Email
- Enter your template’s text in the appearing body message field → click on Apps in the Add-ins section and select My Templates
- On the right a box will appear and you can create a new template by clicking +Template → enter your template title and message and click Save
Creating an email template in Gmail
- Log into your Gmail account and click Settings → See all settings → Advanced
- Enable Email templates and click Save Changes
- Compose a new email and click More options and choose your Template
Creating an email template in Tuta Mail
- Log into your Tuta Mail account and go to Settings → My Templates
- Click on + to create a new template and enter a title, a shortcut, select a language and write your content → click Save
- Your email templates will be added to the mail editor automatically when you type the shortcut you selected
What is an email template?
In 2026, email still remains the dominant communication tool for business communication. Hence, the sheer amount of emails you might receive on a daily basis can be quite overwhelming. According to Microsoft, in 2023 an average employee received over 74 business emails during each workday. Because you write and receive several emails each day, you are familiar with email communication. And you may have heard the term email template before. But you still might ask yourself: “What exactly is an email template again?” and “How do I create a professional email template?” Don’t worry because this guide got you covered!
Let’s start from the beginning: What is an email template? An email template is a pre-written email that you can use to compose an email by editing or writing your content in it. Or – for all the tech nerds in more technical terms – an email template is an HTML file that is composed of reusable code modules.
Advantages of using an email template
Using an email template offers several advantages. So, it can be advisable to start using email templates in your everyday working life. The primary advantage of using email templates is that they can save you time. Because your email is basically already pre-written, you do not need to start writing an email from scratch. This can further be handy when you are out of office and your colleagues can use your email template to answer important and timely customer requests, for example. Your productivity can increase as email templates make writing emails faster and more efficient.
Another advantage of using email templates is that they can reduce your error rate. If you sit down and take your time to carefully create an email template, you can reduce errors, especially typos.
The most important advantage when using email templates is, of course, that they can be reused. Hence, productivity can be further increased. As mentioned before, because templates are basically pre-written emails, they can be reused whenever suitable or necessary.
Lastly, another important benefit of using email templates is that they can ensure a voice consistency within your company. By sharing your email template with your colleagues, who can use your email template for reference, you can ensure a consistency in communication in your company or business. Because of this, it is advisable to integrate your company’s logo into your email template.
Tip: Test-send your email templates first before you start using them.
What to include in an email template
There are some elements you should include in your email template which are the following:
• company logo
• a nice greeting form
• your main text
• a nice ending or a signature – including contact information
What to avoid in an email template
Overall, there are some rules one should follow when writing an email, and of course the same applies to email templates. There are some things you should avoid when creating your own email template. Here are some examples:
• Length – Your recipients probably do not have enough time to read through long passages of texts. Therefore, make sure to not make your email template too long. Avoid including unnecessary information. Be precise and concice about what you want to say!
• Simple – Keep your email template simple by avoiding complicated marketing language.
• Images – Avoid adding too many images or logos in your email template. Too many images may distract from your main message, plus, the images can increase the size of your emails. And this can increase the risk of your email to land in spam.
How to create an email template in Outlook
How to create an email template in your Outlook account: Screenshot Outlook account.
If you want to add an email template for Outlook on the web, you need to first click on New and start composing a New Mail. In the appearing body message, you can now enter your content – the text – you want. Next, you need to click on Apps in the Add-ins-section under Message and select My Templates. On the right a box will appear in which you can either choose from templates or create a new one by clicking on +Template. You can create a new email template by then entering the title for your template and the template message. Lastly, do not forget to click Save. Now your saved template will appear in the My Templates window.
Related: Find out more about secure alternatives to Outlook.
How to create an email template in Gmail
How to create and insert an email template in your Gmail account: Screenshot Gmail account.
How to enable email templates in Gmail
If you are using Gmail, you can also create an email template. To do so, you first need to log into your account and click Settings in the top right corner and then go to See all settings. In the top you can then see different sections in your settings and you need to click Advanced. If you have clicked on Advanced, you will see that you can Enable or Disable Templates. Click Enable and then Save Changes to save your email templates.
Note: You can only create and use email templates in Gmail from your desktop computer, not from your phone.
How to create or edit an email template in Gmail
If you want to create or edit an email template in Gmail, you first need to click Compose and start composing a new email by entering your template text into the compose window. Then at the bottom of the compose window you can click More options – the three dots – and then choose Templates. Now you have different options: You can create a new email template by clicking Save draft as template and then Save as new template.
If you want to change a previously saved template, you can click Save draft as template and then under Overwrite Template you can choose a template and then finally click Save to overwrite your changes.
If you want to delete an email template in Gmail, you can do so by clicking Delete template, choose the template you want to delete and then click Delete.
Important: If you delete an email template in Gmail, there is no option to recover it.
How to insert an email template in Gmail
If you want to insert an email template into your Gmail, you first need to click Compose at the top left. You then can click at the bottom of the compose window on More options – the three dots – and select Templates. You can then choose Insert template and choose the template you want to use. Now you can compose the rest of you message and click Send.
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How to create an email template in Tuta Mail
How to create an email template in your Tuta Mail account: Screenshot Tuta Mail account.
How to create an email template in Tuta Mail
In Tuta, your end-to-end encrypted email provider, you can easily create email templates. First, you need to log into your Tuta account, in the browser, app or desktop client, or if you do not have an account yet, you can simply sign up here. You can then go to Settings and My Templates at the bottom and click on + to create a New Template. For your new email template, you need to enter a Title, a Shortcut and select the language and type in your content. Lastly, do not forget to click Save in the top right corner to save your newly created email template.
Now, your new email template will appear in your settings under My Templates. Moreover, your selected shortcut offers a nice and simple way to find your correct email template. The content will then be added to the mail editor automatically.
You can also check out our Youtube video to learn how to create email templates in Tuta!
Related: Not only is it easy to create an email template in Tuta Mail but you can also send an encrypted email – which only you and your recipient can read!
How to insert an email template in Tuta Mail
How to insert an email template in your Tuta Mail account: Screenshot Tuta Mail account.
If you want to insert an email template, please login to Tuta – either in the browser or in one of the Tuta desktop clients. Firstly, type # and the shortcut you defined when creating the template. Then Hit tab and the template gets automatically inserted into the mail editor.
Note: If you have created several language versions for this template, you can choose the correct one after hitting tab. Alternatively, you can also access your email templates from the editor toolbar or by typing ctrl + space. There, you can search for the correct template and insert it.
How to delete or edit an email template in Tuta Mail
If you want to delete or edit an email template in your Tuta Mail account, you can do so by going to Settings and then to My Templates. If you click on your template, in the right corner an edit pencil and a trash bin icon appears. By clicking on one of them you can either delete or edit your email template in Tuta Mail.
Wrapping up
Overall, creating email templates can save you a lot of time in your everyday working life and thereby can increase your productivity. Especially for business emails, templates can be a nice opportunity to reduce your workload.
Moreover, the use of email templates can show a consistency of voice within your company which can benefit your reputation. However, it is important to note than when you use email templates, you need to make sure to update them regularly – review your email templates at least once a year to check whether the information in it is still correct and up to date.
