Creating professional email newsletters in Outlook is possible, even if the process isn’t exactly user-friendly. This step-by-step guide walks you through every workaround, from templates to mailing lists, and even automating with tools like Zapier. Whether you're an email marketing newbie or just stuck with Outlook as your platform, you'll learn exactly how to turn a clunky app into a powerful newsletter engine.

Choose the Right Outlook Newsletter Template

Templates are the secret weapon for creating beautiful newsletters in Outlook.

Outlook doesn’t offer a built-in newsletter creation tool like Gmail or specialized platforms such as Mailchimp. But with the right template, you can still make it work—and make it look good. While the web version of Outlook limits your ability to format or save templates, the desktop version (especially for Mac and Windows) lets you import third-party templates that can make your emails pop.

Websites like Stripo, Publicate, and Template.net offer pre-built email templates in ".emltpl" for Mac or ".oft" for Windows. These can be imported into the desktop version of Outlook and customized for your audience. If you're a Microsoft purist, you can also start with a Word template and open it using Outlook.

To import, simply right-click your template file, select "Open With" and choose Microsoft Outlook. Once open, you can edit the content, format text, and prepare it for sending.

Using templates saves time, keeps branding consistent, and reduces human error. Just remember: these templates can’t be saved in the web version of Outlook. Desktop only.

Design Your Outlook Newsletter with Built-In Tools

Even with limited design features, Outlook gives you enough tools to personalize your content.

After you load your template, it's time to customize it. While Outlook isn’t built for graphic design, it does provide some useful formatting tools—especially in the desktop version. You can modify fonts, insert links, change colors, and even insert tables to structure content more effectively.

Want to include visuals like images or GIFs? You should. It's 2025—plain-text newsletters just don’t cut it anymore. Use the Insert Picture function from the “Format” menu or the “Insert” tab to drop images right into your email. GIFs, memes, charts, or branded graphics—whatever makes your newsletter stand out—are all fair game.

You can also use Copilot (Microsoft’s AI writing assistant) if your version of Outlook supports it. It helps refine tone, fix grammar, or generate copy altogether, giving your content a more polished, professional feel.

Although Outlook’s design capabilities don’t match dedicated newsletter platforms, you still get enough flexibility to ensure your emails are visually appealing and reader-friendly.

Build and Manage Your Outlook Newsletter Mailing List

Create contact lists for streamlined, error-free email campaigns.

Managing hundreds of email addresses manually is exhausting and error-prone. That’s why Outlook’s contact list or “Groups” feature is your best friend. On the browser version, click Contacts > New Contact List to create a dedicated list of recipients.

Add your regular readers, team members, or clients into this group so you can reach everyone in one go without retyping or copy-pasting each time. You only need to create this once, and it can be edited anytime.

Want to keep your audience’s privacy intact? Use the BCC field when sending newsletters. This prevents recipients from seeing each other’s emails and avoids the dreaded "Reply All" fiasco.

A well-maintained mailing list saves you time and ensures that your newsletters always reach the right people, hassle-free.

Send and Schedule Your Outlook Newsletter Like a Pro

Timing, delivery method, and personalization make all the difference.

Once your newsletter is written and edited, sending it through Outlook is simple but requires attention to detail. Open your saved template, insert your mailing list into the BCC field, add your subject line, and hit send.

Want to take it to the next level? Use Mail Merge. This feature allows you to personalize each email with the recipient’s name or company, making it feel like a one-on-one communication. Outlook now supports mail merge directly in its newer versions via the Options tab or a dropdown attached to the Send button.

Using mail merge not only adds a personal touch but also improves deliverability by avoiding bulk BCC flags that land emails in spam folders.

Prefer a scheduled send? Set up recurring calendar reminders in Outlook to notify you when it’s time to send the next newsletter. It won’t automate the send itself, but it keeps you on track.

Automate Your Outlook Newsletter with Zapier

Transform Outlook from an email client to a productivity powerhouse.

If you’re sending newsletters manually every time, you’re wasting hours. With automation tools like Zapier, you can create workflows that handle repetitive tasks for you. Zapier connects Outlook with thousands of other apps—from Google Sheets and Facebook Leads to CRM platforms and AI writers.

For instance, you can set up Zaps to:

• Trigger an Outlook newsletter when a new Typeform is submitted
• Send targeted newsletters to Facebook ad leads
• Draft emails using ChatGPT (yes, even this AI) from incoming emails

You can also use Zapier to update your CRM, schedule meetings, or even create reports automatically after sending your newsletter.

By integrating AI and automation, your email strategy moves from manual to intelligent. You save time, reduce errors, and gain real-time insights into what’s working.