How To Create An Email Template In Outlook

Creating an email template in Outlook saves you from typing the same message over and over. It’s perfect for weekly reports, common customer service replies, or any email you send frequently. This guide shows you how to create, save, and use these time-saving templates in the desktop version of Microsoft Outlook. By turning a regular email into a reusable file, you ensure your messages are consistent, professional, and quick to send.

Fast Answer

Create a new email: Write your subject, body text, and add any attachments.
Save the template: Go to File > Save As and change the 'Save as type' to Outlook Template (*.oft).
Use the template: Go to New Items > More Items > Choose Form.... Look in 'User Templates in File System' and select your saved template.

5-10 minutes Time needed

Beginner Difficulty

Saving location Watch out for

Before You Start

Microsoft Outlook Desktop App: This guide is for the full desktop version of Outlook on Windows or Mac. The web version (Outlook.com) and the 'New Outlook' have a different, more limited feature.
Template Content: Have an idea of the text, subject line, and any files you want to include in your template. This could be a standard project update, a response to a common query, or a monthly newsletter outline.

Check first: This method works best with the 'classic' desktop Outlook client. If your Outlook looks very modern and simple, you might be using the 'New Outlook', which handles templates through a feature called "My Templates" and does not use `.oft` files in the same way.

Step-by-Step Instructions

Compose a New Email as Your Base

The first step is to create the email that you want to turn into a template. Open Outlook and click on the 'New Email' button, usually found in the top-left corner of the Home tab. This will open a blank message window. Don't worry about who you're sending it to; you'll leave the 'To', 'Cc', and 'Bcc' fields empty, as these will be filled in each time you use the template.

Write Your Template's Subject and Body

Now, fill in the parts of the email that will be the same every time. Write a clear subject line. For example, if it's for a weekly report, you could write "Weekly Project Update - [Insert Date]". Using placeholders in square brackets like [Insert Name] or [Details Here] is a great way to remind yourself what information needs to be customised later.

In the main body, type out the full message. Apply any formatting you need, such as bold text, bullet points, or different font colours. Make it look exactly how you want the final email to appear. This is your chance to get the structure, wording, and formatting perfect so you don't have to fix it every time.

Attach Files if Necessary

If your email always includes the same attachment—like a company brochure, a price list, or a standard form—you can add it now. Click the 'Attach File' button in the message ribbon and select the file from your computer. The file will be saved as part of the template, so it will be automatically included every time you create a new email from it.

Tip: Be mindful of file sizes. If you attach a very large file, it will make your template file larger and could cause issues if you need to share it with colleagues.

Open the 'Save As' Menu

With your email composed, you are ready to save it as a template file. In the message window, click on the 'File' tab in the top-left corner. This will take you to the backstage view. From the menu on the left, select 'Save As'. This will open a standard file explorer window, allowing you to choose where and how to save your message.

Select 'Outlook Template' as the File Type

This is the most important step. In the 'Save As' window, look for the 'Save as type' dropdown menu located just below the 'File name' field. Click on it, and from the list of options, select 'Outlook Template (*.oft)'. This tells Outlook to save the email not as a regular message, but as a special reusable template file.

When you select this option, Outlook will automatically change the save location to its default templates folder. It is highly recommended to keep this default location, as Outlook knows to look here first when you want to use a template.

Name and Save Your Template

In the 'File name' box, give your template a clear, descriptive name that you'll easily recognise later. For example, "Weekly Report Template" or "New Client Welcome" are much better than "Template1". Once you've named it, click the 'Save' button. Your email window will close, and the template is now saved and ready to use.

Find and Use Your Saved Template

Now it's time to use your creation. To do this, go back to the main Outlook window. On the 'Home' tab, instead of clicking 'New Email', click on 'New Items'. A dropdown menu will appear. From this menu, hover over 'More Items', and then click on 'Choose Form...'.

Select Your Template from the Library

A new window called 'Choose Form' will open. At the top, there is a dropdown menu labelled 'Look In:'. Click this menu and select 'User Templates in File System'. This is the default folder where you saved your `.oft` file earlier. Your saved template should now appear in the list below. Select it by clicking on its name, and then click the 'Open' button.

A new email message will open, pre-filled with the subject, body, and attachments from your template. All you need to do is fill in the recipient's details, customise any placeholders, and hit 'Send'. You've successfully used your template!

Quick Reference

Situation	Use this	Why
Sending weekly team updates	A template with a pre-set subject and structured headings (e.g., "Last Week's Wins," "Next Week's Goals").	Ensures every report has the same professional format and saves you from re-creating the structure each time.
Replying to common customer questions	Individual templates for each common question (e.g., "Password Reset Info," "Delivery Times").	Allows for fast, accurate, and consistent answers, improving response time and reducing errors.
Onboarding a new client	A template with a welcome message, attached welcome packet, and a checklist of next steps.	Guarantees every new client receives the same essential information in a polished, professional email.
Requesting standard information	A template with a clear request and a bulleted list of the exact documents or details needed.	Prevents back-and-forth emails by making your request clear and comprehensive from the start.

Common Problems When You Create an Email Template in Outlook

Sometimes things don't go as planned. Here are fixes for a few common issues you might encounter when working with Outlook templates.

I Can't Find My Saved Template

This is the most frequent problem. The cause is usually looking in the wrong place. When you click 'Choose Form', make sure you change the 'Look In:' dropdown to 'User Templates in File System'. Outlook often defaults to 'Standard Forms Library', which is not where your custom templates are stored. If you saved the template to a different folder (like your Desktop), you'll need to use the 'Browse...' button to navigate to that location manually.

I Need to Edit an Existing Template

You can't directly "edit" an `.oft` file. The process is to create a new one based on the old one. First, open the template as if you were going to use it (using the 'Choose Form' method). Make your desired changes to the subject, body, or attachments in the new email window that appears. Once you're happy with the changes, follow the save process again: go to File > Save As, select 'Outlook Template (*.oft)' as the type, and save it with the exact same file name as the original. Windows will ask if you want to replace the existing file. Click 'Yes'.

My Formatting Looks Incorrect

If you copy and paste text from a website or a Word document, it can sometimes carry over complex background formatting that doesn't display correctly in all email clients. For the most reliable results, either type the content directly into the Outlook email window or paste the text using the 'Paste as Plain Text' option and then re-apply your desired formatting using Outlook's own tools (bold, italics, etc.). This ensures the template uses clean, email-friendly HTML.

Advanced Tips for Email Templates in Outlook

Once you've mastered the basics, these tips can make your templates even more powerful and easier to use.

Pin Templates for One-Click Access

Navigating through `New Items > More Items > Choose Form...` every time can be tedious. You can add a shortcut to your Quick Access Toolbar (the small icons at the very top of the Outlook window). To do this, go to File > Options > Quick Access Toolbar. In the 'Choose commands from' dropdown, select 'All Commands'. Scroll down the list until you find 'Choose Form', select it, and click the 'Add >>' button. Now, a 'Choose Form' icon will always be visible at the top of Outlook for much faster access.

Share Templates with Your Team

An `.oft` file is just like any other file on your computer. You can easily share it with colleagues. Simply navigate to the templates folder (you can find the path by doing a 'Save As' on a new template), attach the `.oft` file to an email, and send it to your team. To use it, they just need to save the attached file into their own Outlook templates folder on their computer. This is a fantastic way to ensure brand and message consistency across a department.

Use Templates as a Starting Point for Signatures

While Outlook has a dedicated signatures feature, templates offer more flexibility for complex layouts. You can design a visually rich block with images, formatted text, and links, and save it as a template named "Signature Block". When you want to use it, you can open the template and copy-paste the content into the bottom of an email you're already writing. This is useful for when you need a different, more elaborate sign-off than your standard one.

How To Create An Email Template In Outlook FAQ

Can I create email templates in Outlook for Mac?

Yes, the process on a Mac is very similar. You compose a new email as desired, then go to File > Save as Template from the Mac menu bar. To use the template, you go to File > New > Email from Template. The core concept is the same, but the menu names are slightly different.

What is the difference between a template and a Quick Part?

A template is a full email message: it includes the subject, body, and attachments. A Quick Part is a smaller, reusable snippet of content (like a paragraph, a table, or a collection of links) that you insert into the body of any email you are writing. Use templates for the whole email; use Quick Parts for frequently used pieces of an email.

Can I include images in my Outlook template?

Absolutely. While composing the email before you save it as a template, simply use the Insert > Pictures option to add an image to the email body. The image will be embedded and saved as part of the template, appearing every time you use it.

Is there a limit to how many templates I can save?

There is no practical limit set by Outlook. You can create as many templates as you need. The only limitation would be the storage space on your computer's hard drive, which is not a concern for typical `.oft` files.

Final Checklist for Creating an Email Template in Outlook

Compose First: Write the complete email message, including a clear subject line and any placeholder text like [Name].
Attach Files: If needed, attach any standard documents before saving.
Use 'Save As': Navigate to File > Save As from the new message window.
Select Correct File Type: Change the 'Save as type' dropdown to Outlook Template (*.oft).
Use Default Location: Allow Outlook to save the file in the default 'User Templates' folder it suggests.
Give it a Clear Name: Use a descriptive file name so you can identify it easily later.
Test Your Template: Open the template via New Items > More Items > Choose Form... to ensure it looks and works exactly as you expect before you rely on it.