Microsoft Outlook Help & Guides

Find Outlook help for sending mail, organizing messages, managing calendars, and fixing common problems. Start by identifying which Outlook you use, then choose a guide that covers that version. Outlook.com, new Outlook, and classic Outlook do not always have the same controls.

Create and reuse an Outlook email template

For classic Outlook on Windows, compose a new message, then use the message window’s File > Save As. Set the file type to Outlook Template (.oft), enter a name, and save.

To reuse a classic template, open Home > New Items > More Items > Choose Form.
Set Look In to User Templates in File System, select the template, and open it. Browse to another folder if you saved it elsewhere.
Edit the recipients, subject, and body before sending. Changes to this message do not update the original template.

In new Outlook or Outlook on the web, eligible accounts offer Message > Mail template > Save email as template while composing. Name and save it; use Home > New > Mail from template to reopen it. These features require a qualifying subscription. My Templates stores reusable text snippets rather than a full email. If a work account lacks template controls, check with its administrator. Microsoft documents creating templates and using them.

Report a phishing message in Outlook

Select the suspicious message in the message list. Avoid opening its links or attachments.
In Outlook.com, new Outlook, or a supported Microsoft 365 Outlook ribbon, choose Report > Report phishing. Follow the reporting prompt.
On Outlook for iPhone or Android, use the message’s three-dot menu > Report Junk > Phishing.

Reporting and blocking are different actions; reporting alone does not guarantee the sender is blocked. A work account can route reports according to its administrator’s configuration. If the Report command is unavailable in classic Outlook, use your organization’s approved reporting method or check the same mailbox on the web. Microsoft explains phishing reports and mobile reporting.

Encrypt an email in Outlook

First check the account’s encryption options. A qualifying Microsoft 365 service can supply Microsoft Purview message encryption. S/MIME instead needs certificates, including the recipient’s certificate. These are not interchangeable with marking an ordinary message Private.

Compose the message in an account configured for encryption. For available Purview controls, choose Options > Encrypt.
Choose the permitted option, such as Encrypt or Do Not Forward. Finish the message and check the recipients before sending.
For S/MIME in new Outlook, use Options > More Options and select Encrypt this message (S/MIME), then confirm. Complete certificate setup first; do not ignore a warning that a recipient cannot decrypt it.
Check that the recipient can open the encrypted message before relying on the method for important information.

Menus depend on the Outlook version, license, and administrator policy. If encryption is missing, confirm eligibility and configuration rather than sending an unprotected message and assuming it is encrypted. Other email providers use different methods. See Microsoft’s certificate setup and message-encryption instructions.

Identify your version before following a menu path

Look at the guide’s coverage for classic Outlook, new Outlook, Outlook on the web, or the mobile app. An email address alone does not identify the app version. Work or school administrators can also limit features available to your account.

Start with the task you need

Get into the correct account

Start with sign-in if your account is missing or you are unsure whether to use the web or an installed app.

Create a consistent email signature

Choose the route for your Outlook version and decide which messages should receive the signature.

Send a message at another time

Check the version-specific scheduling method and its requirements before relying on a delayed message.

Set automatic replies

Use this guide for account-specific availability and the difference between automatic replies and ordinary message rules.

Give someone calendar access

Choose the intended permissions rather than assuming every shared calendar allows editing.

Find an attachment that seems missing

Check the message and view before changing account settings or reinstalling Outlook.

Sending and recovery limits

Scheduling a message, delaying delivery, and recalling a sent message are separate features. Recall depends on account and service conditions, so do not assume it can remove a message from any recipient’s inbox. If Outlook will not open, use the troubleshooting guide for your app before reinstalling it.