Explore the recent changes to Outlook templates, why they occurred, and how you can adapt. Learn about alternative methods for using templates in Outlook, from Quick Parts to third-party add-ins and Power Automate.
Last Updated: June 23, 2025
📘 Download Free Ebook: Grow Your Business with Digital MarketingLearn what happened to Outlook Templates and how recent changes may affect your workflow. Discover new methods for creating, managing, and using templates in Outlook.
Outlook, Microsoft's popular email platform, has long been a go-to tool for professionals looking for an efficient way to manage their communication. One of the most powerful features within Outlook is the ability to create and use email templates. This functionality can save valuable time, particularly when sending repetitive or standard messages.
However, recent updates to Outlook have caused some confusion for users who rely on templates in their daily workflow. So, what happened to Outlook templates, and how can you continue to use them effectively in the face of changes?
In this blog post, we’ll explore what’s changed with Outlook templates, why these changes occurred, and what you can do to adapt and continue using templates in your Outlook workflow.
Before diving into the changes, let’s first quickly review what Outlook templates are. Email templates allow users to draft a message with a specific format and text that can be reused multiple times. This feature is extremely helpful for individuals who often send similar messages, such as customer service reps, salespeople, or anyone dealing with high volumes of email correspondence.
By saving frequently used text, such as greetings, responses, and disclaimers, you can speed up your workflow and maintain consistency in your messages. Templates in Outlook can be created for emails, calendar invites, or even tasks. You can insert personalized information into these templates, making each message more efficient and less repetitive.
As with many Microsoft Office applications, Outlook is regularly updated to introduce new features, improve performance, and streamline user experiences. Over time, however, certain features are either improved or phased out. Outlook templates have been subject to these changes, which has led to some confusion among long-time users.
With the rise of cloud-based tools, Outlook transitioned to a more integrated platform across devices. The shift to Outlook for the web (previously known as Outlook Web App or OWA) marked a significant change in the way users interacted with their Outlook accounts. While many features were introduced or enhanced on the web version, Outlook templates were initially underwhelming in the web environment.
For years, users were accustomed to creating and managing templates within the desktop version of Outlook. However, when they moved to the web version, the ability to use or create templates seemed either limited or non-existent. While Microsoft has worked to incorporate more functionality into Outlook for the web, the full range of features available in the desktop version has not always been mirrored, especially when it comes to templates.
Another shift that impacted Outlook templates is the evolution of custom forms. Templates in Outlook were historically created using custom forms, which allowed users to create specialized email formats that could be saved and reused. However, these custom forms have become less prominent in newer versions of Outlook.
With updates to the Outlook client, Microsoft began to phase out certain custom form options, including templates. While users can still create basic templates in Outlook, the deeper customizations once available through custom forms have been scaled back or are harder to implement. This has led to frustration for users who rely on advanced features to maintain a high level of personalization in their email templates.
For users still relying on the Outlook desktop app, a number of older template features were retired in recent updates. Some of the advanced template management tools, such as creating complex templates with embedded formatting or multi-step actions, have been removed or replaced with simplified options. While you can still create a basic template in Outlook, advanced users may feel limited by the new interface and available features.
Additionally, Microsoft has increasingly focused on integrating Outlook with other productivity tools, such as Microsoft Teams and SharePoint. These integrations offer enhanced communication and collaboration features, but they also mean that Outlook's stand-alone template capabilities have been slightly diminished.
So, why has Outlook undergone these changes? There are several factors at play:
One of the main goals for many modern software updates is simplifying the user experience. While this can improve usability for new users or casual users, it can also make things more difficult for those who are accustomed to power features. In the case of Outlook, simplifying the template process may have been an attempt to streamline the interface and reduce the complexity of features that were rarely used or understood by the average user.
As part of Microsoft's broader move to the cloud, the company has been working to integrate Outlook with other cloud-based services like Microsoft 365. This shift has meant that some legacy features are no longer as relevant or effective in the modern environment. Templates, in particular, were part of a legacy system that didn’t always align with cloud-based collaboration and communication needs.
Another significant reason for these changes is the push toward automation and collaboration. Microsoft’s vision for Outlook includes better integration with automation tools, artificial intelligence, and collaboration platforms like Teams. Rather than relying on static email templates, the focus is shifting toward more dynamic ways to interact with colleagues and clients.
For example, features like suggested replies or automatic task assignments may replace traditional email templates in certain contexts. In the long run, these features are meant to make communication even more efficient and less reliant on manually created templates.
Despite these changes, you don’t have to give up on templates entirely. There are still several ways you can create, use, and manage templates in Outlook, even with the updated interface.
For users who want to quickly insert pre-written text into emails, Quick Parts (available in the Outlook desktop app) is a useful tool. It allows you to save snippets of text that you can easily insert into emails. This is particularly helpful for common responses or repetitive phrases.
Another option in Outlook for the web is the "Canned Responses" feature. Canned responses work similarly to templates but are stored directly within your mailbox, making it easier to insert them when composing an email.
If you're looking for more advanced template capabilities, third-party add-ins can be a great option. Many Outlook add-ins are designed to enhance your email experience, including template management tools. These add-ins can offer features that Microsoft’s native templates no longer provide, such as more complex email layouts or better template organization.
Another workaround is to create your templates in Microsoft Word and then save them as files. These files can be attached to emails or pasted into the body of an email in Outlook. While this isn’t as streamlined as having templates built directly into Outlook, it can offer more flexibility if you need a highly customized template.
For users who need more automation, Power Automate (formerly known as Microsoft Flow) can help you create workflows that integrate with Outlook. You can automate the sending of specific messages based on certain triggers, or even use templates within workflows that generate emails dynamically.
In summary, while Outlook templates have undergone changes, they are not entirely gone. The shift towards simpler, more automated features and the move to cloud-based tools have affected how templates are used and managed within Outlook. However, by exploring new features like Quick Parts, canned responses, third-party add-ins, and automation, you can continue to use templates in a way that aligns with your workflow.
As Microsoft continues to evolve Outlook, it’s important to stay up to date with new developments to make the most of the available tools.
