How To Duplicate Email Draft In Outlook – Saving Draft Versions Quickly

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Duplicating an email draft in Outlook gives you a template for sending similar messages. If you’ve ever needed to send a similar email to multiple people, you know how tedious it is to rewrite everything from scratch. This guide will show you exactly how to duplicate email draft in Outlook, saving you time and keeping your messages consistent.

Whether you use Outlook for work or personal emails, duplicating drafts is a simple trick. You don’t need any special add-ins or complex macros. Just a few clicks and you’re done.

Let’s get straight into the methods. You’ll learn the quickest ways to copy an existing draft and reuse it. No fluff, just practical steps.

Why Duplicate An Email Draft In Outlook?

Duplicating a draft helps you avoid starting from zero. It’s perfect for recurring emails like weekly reports, meeting invites, or follow-ups. You keep the structure and just change the details.

Another reason is consistency. When you send similar messages, you want the tone and format to match. Duplicating ensures you don’t miss important parts.

It also reduces errors. You won’t accidentally send the wrong version because you’re working from a known template.

How To Duplicate Email Draft In Outlook (Desktop Version)

This is the most common method. It works for Outlook 2016, 2019, 2021, and Microsoft 365. Follow these steps:

  1. Open Outlook and go to your Drafts folder. You’ll find it in the folder pane on the left.
  2. Find the draft you want to duplicate. Double-click it to open it in a new window.
  3. Press Ctrl + A to select all the content in the email body. Then press Ctrl + C to copy it.
  4. Close the draft window. You can click the X in the top-right corner. Outlook will ask if you want to save changes. Click Save.
  5. Now, click New Email to create a fresh message.
  6. In the new email window, press Ctrl + V to paste the copied content.
  7. Edit the recipient, subject, and body as needed. Then send or save it as a new draft.

That’s the basic way. But there’s a faster method if you want to keep the original draft untouched.

Using Right-Click To Duplicate A Draft

Outlook doesn’t have a built-in “duplicate” button, but you can use a workaround. Here’s how:

  1. Go to your Drafts folder.
  2. Right-click the draft you want to copy.
  3. Select Copy from the context menu. Or press Ctrl + C after selecting it.
  4. Now, right-click inside the Drafts folder (on an empty space) and select Paste. Or press Ctrl + V.
  5. Outlook will create a copy of the draft with the same subject line but with “Copy” added to the end.
  6. Open the copied draft, make your changes, and save it.

    7. This method keeps your original draft safe. You can duplicate as many times as you need.

    How To Duplicate Email Draft In Outlook (Web Version)

    If you use Outlook on the web (Outlook.com or Office 365 web), the process is slightly different. Here’s the step-by-step:

    1. Log in to Outlook on your browser. Go to the Drafts folder from the left sidebar.
    2. Click on the draft you want to duplicate to open it in the reading pane or a new window.
    3. Click the three dots (More actions) at the top of the message.
    4. Select Copy to folder or Move to folder. But this doesn’t duplicate the draft directly.
    5. Instead, use this trick: Open the draft, click Reply or Reply All, then delete the original recipient. This creates a new draft with the same content.
    6. Alternatively, select all text (Ctrl+A), copy it (Ctrl+C), close the draft, create a new email, and paste (Ctrl+V).

    The web version lacks a direct duplicate feature. But the copy-paste method works perfectly.

    Using The “Save As” Option In Outlook Web

    Another workaround is to save the draft as a file. Here’s how:

    1. Open the draft you want to duplicate.
    2. Click the three dots and select Save as (if available) or Download.
    3. Save the email as an .eml file to your computer.
    4. Then, drag and drop the .eml file back into your Drafts folder. Outlook will open it as a new draft.
    5. Edit and save as needed.

    This method is useful if you want to keep a backup of your draft.

    How To Duplicate Email Draft In Outlook (Mac Version)

    Outlook for Mac works differently. Here’s the easiest way:

    1. Open Outlook on your Mac and go to the Drafts folder.
    2. Double-click the draft to open it.
    3. Press Command + A to select all content, then Command + C to copy.
    4. Close the draft window. Save changes if prompted.
    5. Click New Email (or press Command + N).
    6. Press Command + V to paste the content.
    7. Edit and save your new draft.

    There’s no right-click duplicate option on Mac. But you can use the same copy-paste approach.

    Using The “Duplicate” Command In Outlook For Mac

    Some versions of Outlook for Mac have a hidden duplicate feature. Try this:

    1. In the Drafts folder, click once on the draft to select it.
    2. Go to the Edit menu at the top of the screen.
    3. Look for Duplicate or Copy. If you see “Duplicate,” click it.
    4. A copy of the draft will appear in your Drafts folder.

    If you don’t see the Duplicate option, stick with copy-paste.

    How To Duplicate Email Draft In Outlook Using Keyboard Shortcuts

    Keyboard shortcuts speed up the process. Here are the most useful ones:

    • Ctrl + C (Windows) or Command + C (Mac): Copy selected text or draft.
    • Ctrl + V (Windows) or Command + V (Mac): Paste copied content.
    • Ctrl + A (Windows) or Command + A (Mac): Select all content in the email body.
    • Ctrl + N (Windows) or Command + N (Mac): Create a new email.
    • Ctrl + S (Windows) or Command + S (Mac): Save the current draft.

    Combine these shortcuts to duplicate drafts in seconds. For example, open the draft, press Ctrl+A, Ctrl+C, close it, press Ctrl+N, then Ctrl+V.

    How To Duplicate Email Draft In Outlook With Add-Ins

    If you duplicate drafts often, consider using an add-in. These tools add a “Duplicate” button to Outlook. Here are a few options:

    • Duplicator for Outlook: Adds a one-click duplicate button to the ribbon.
    • Quick Templates: Lets you save drafts as templates and insert them anytime.
    • Email Templates: Creates reusable templates from your drafts.

    To install an add-in:

    1. Open Outlook and click Get Add-ins from the Home tab.
    2. Search for “duplicate” or “template.”
    3. Select an add-in and click Add.
    4. Follow the installation prompts. The add-in will appear in your ribbon.

    Add-ins are safe and official. They save time if you duplicate drafts daily.

    Common Mistakes When Duplicating Drafts

    Even simple tasks can go wrong. Here are mistakes to avoid:

    • Forgetting to change the subject: The copied draft keeps the original subject. Always update it to avoid confusion.
    • Not removing old recipients: The duplicate might include previous email addresses. Double-check the To, CC, and BCC fields.
    • Accidentally sending the wrong version: Always review the draft before sending. A quick scan can prevent errors.
    • Overwriting the original draft: If you edit the duplicate and save, the original remains unchanged. But be careful if you use the same subject line.
    • Ignoring attachments: Copy-paste doesn’t copy attachments. You need to reattach files manually.

    Take a moment to verify everything. It saves headaches later.

    How To Duplicate Email Draft In Outlook With Attachments

    Attachments don’t copy with the text. Here’s how to handle them:

    1. Duplicate the draft using any method above.
    2. Open the duplicated draft.
    3. Click Attach File and select the same files from your computer.
    4. Or, if the original draft has attachments, open it, right-click each attachment, and select Save As. Save them to a folder.
    5. Then attach them to the duplicate draft.

    This is manual but necessary. Some add-ins can copy attachments too.

    How To Duplicate Email Draft In Outlook For Recurring Emails

    Recurring emails like weekly updates are perfect for duplication. Here’s a workflow:

    1. Create a master draft with all the standard content.
    2. Duplicate it each week before sending.
    3. Update the date, specific details, and recipient.
    4. Send the email, then keep the master draft untouched.

    This ensures consistency. You never forget key points.

    Using Quick Steps For Duplication

    Outlook’s Quick Steps feature can automate duplication. Here’s how to set it up:

    1. Go to the Home tab and click Quick Steps.
    2. Select New Quick Step and choose Custom.
    3. Name it something like “Duplicate Draft.”
    4. Under Actions, choose Forward or Reply with a specific template.
    5. Assign a shortcut key (e.g., Ctrl+Shift+1).
    6. Click Finish.

    Now, when you select a draft and press your shortcut, Outlook creates a new message based on it. This is faster than manual copy-paste.

    How To Duplicate Email Draft In Outlook On Mobile

    The Outlook mobile app (iOS and Android) doesn’t have a direct duplicate feature. But you can work around it:

    1. Open the Outlook app and go to your Drafts folder.
    2. Tap the draft you want to duplicate.
    3. Tap the Forward icon (arrow pointing right).
    4. Enter your own email address as the recipient and send it to yourself.
    5. Open the forwarded email, tap Reply, then delete the recipient. This creates a new draft.
    6. Edit and save.

    This method is clunky but works. Alternatively, use the desktop version for serious duplication.

    How To Duplicate Email Draft In Outlook Using Templates

    Outlook has a built-in template feature. You can save a draft as a template and reuse it:

    1. Create your email draft as usual.
    2. Click File > Save As.
    3. In the Save As dialog, choose Outlook Template (*.oft) from the file type dropdown.
    4. Give it a name and save it.
    5. To use the template, click New Items > More Items > Choose Form.
    6. Select User Templates in File System and pick your template.
    7. A new email opens with the template content. Edit and send.

    Templates are great for long-term reuse. They don’t clutter your Drafts folder.

    How To Duplicate Email Draft In Outlook With VBA Macro

    If you’re comfortable with code, a VBA macro can duplicate drafts instantly. Here’s a simple one:

    1. Press Alt + F11 to open the VBA editor.
    2. Go to Insert > Module.
    3. Paste this code:
    Sub DuplicateDraft()
    Dim objDraft As Outlook.MailItem
    Dim objCopy As Outlook.MailItem
    Set objDraft = Application.ActiveInspector.CurrentItem
    Set objCopy = objDraft.Copy
    objCopy.Display
End Sub
    1. Close the editor. Go to File > Options > Customize Ribbon.
    2. Add a new button and assign the macro to it.
    3. Now, open a draft and click the button. A duplicate opens instantly.

    Macros are powerful but require caution. Only use code from trusted sources.

    Frequently Asked Questions

    Can I duplicate an email draft in Outlook without opening it?

    Yes, you can right-click the draft in the Drafts folder and select Copy, then paste it in the same folder. This creates a duplicate without opening it.

    How do I duplicate a draft in Outlook 365?

    The process is the same as the desktop version. Use copy-paste or right-click to duplicate. For the web version, use the copy-paste method.

    Will duplicating a draft also copy attachments?

    No, attachments are not copied when you duplicate a draft using copy-paste. You need to reattach files manually or use an add-in that supports attachments.

    Is there a limit to how many drafts I can duplicate?

    No, there’s no limit. You can duplicate as many drafts as you need. However, having too many drafts in your folder might slow down Outlook.

    Can I duplicate a draft in Outlook on my iPhone?

    Yes, but indirectly. Forward the draft to yourself, then reply to it to create a new draft. This is the only workaround on mobile.

    Final Thoughts

    Duplicating an email draft in Outlook is a simple skill that saves time. You now know multiple methods: copy-paste, right-click, keyboard shortcuts, add-ins, templates, and even macros. Choose the one that fits your workflow best.

    Remember to always check the duplicate for old recipients and subject lines. Attachments need manual reattachment. With these tips, you’ll never write the same email twice.

    Start duplicating your drafts today. It’s a small change that makes a big difference in your productivity.