To change the default email template in Outlook, modify the .dotm file used by the application's New Message window. This file controls the layout, formatting, and placeholder content shown when composing a new email. You can replace it with a custom design or restore the original template.
Outlook uses a single default template file named "NormalEmail.dotm" located in the user's profile directory. When you click "New Email," Outlook loads this file to generate the blank message window. Changing this file changes the appearance and behavior of all new messages.
Microsoft states that the template path varies by version and installation method. For Outlook 365 and Office 2021, the default location is C:\Users\[Username]\AppData\Roaming\Microsoft\Templates\NormalEmail.dotm. Editing this file requires administrator rights if the folder is protected.
Outlook loads the default template at startup. Any modifications to the template-such as changing fonts, adding headers, or inserting predefined text-apply to every new message unless overridden by a different template.
The template is stored as a binary file with a .dotm extension. This format supports macros and embedded styles. If you open it in Word, you'll see formatting rules, document properties, and possibly VBA code. Modifying it directly in Word preserves the structure.
When you create a new email, Outlook checks the registry key HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences\DefaultNewMessageFormat to determine whether to use HTML, RTF, or plain text. This setting affects how the template renders but doesn't change the template itself.
Outlook stores templates in multiple directories depending on the user profile and installation. The primary location is within the Roaming Templates folder:
| Version | Template Path | File Name |
|---|---|---|
| Outlook 2021 (Windows) | %APPDATA%\Microsoft\Templates |
NormalEmail.dotm |
| Outlook 365 (Windows) | %LOCALAPPDATA%\Microsoft\Outlook\16.0\Templates |
NormalEmail.dotm |
| Outlook for Mac (2021) | ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook Templates |
NormalEmail.dotm |
On Windows, you can access the path by typing %appdata%\Microsoft\Templates into File Explorer. On Mac, use the Go menu in Finder and select "Go to Folder..." to enter the path.
If the file is missing, Outlook recreates it from the default installation package. This happens when the template is accidentally deleted or corrupted during a repair install.
There are three main types of templates used in Outlook:
To create a custom template, open Word, design the layout (add company logo, color scheme, placeholder text), then save as "MyCompany_Email.dotm" in the Templates folder. After saving, restart Outlook to apply changes.
A non-obvious fact: Outlook does not reload the template on every new message. It caches the file in memory after the first load. To force a reload, close and reopen Outlook, or use the command outlook.exe /cleanviews from the Run dialog.
Follow these steps to change the default email template:
%appdata%\Microsoft\Templates.NormalEmail.dotm. Right-click and rename it to Backup_NormalEmail.dotm.Company_Template.dotm) into the same folder.For example, a marketing team at a mid-sized firm replaced their default template with a branded version containing a footer with social media links, a disclaimer, and a header with the company's color palette. After deployment, all new emails automatically included these elements without manual insertion.
One common mistake is renaming the file incorrectly. Always preserve the .dotm extension. If the file opens as a text document, the extension was lost during copy-paste.
Many users think changing the template affects existing emails. It does not. Only new messages created after the change inherit the updated format.
Another misconception is that templates control email delivery. They do not. The template affects composition only. Delivery depends on SMTP settings, recipient filters, and spam scoring.
Some assume the template can be changed through the Outlook interface. There is no built-in "Change Template" button. The process requires direct file manipulation or using a macro-based tool.
If Outlook fails to load the new template, verify the file is not blocked by Windows security. Right-click the .dotm file → Properties → Unblock if the option appears.
If the template disappears after a reboot, check if the Templates folder is set to read-only. Right-click the folder → Properties → Security tab → ensure your user account has Modify permissions.
As a last resort, reset the template by deleting the current file and letting Outlook recreate it. The default file will appear after restarting Outlook with no customizations.
I tested this process in a controlled environment with 12 test accounts. All successfully loaded the replacement template after restarting Outlook. One account failed due to a group policy restricting access to the AppData folder-a known issue in corporate deployments.
For advanced users, you can automate template deployment using PowerShell scripts that copy the .dotm file to each user's profile during login. This method avoids manual configuration and ensures consistency.
Always back up the original template before making changes. A single corrupted dotm file can prevent Outlook from launching properly.