How To Make An Email Template In Outlook

Learning how to make an email template in Outlook can save you a significant amount of time, especially if you send similar messages often. This guide will walk you through the simple process of creating, saving, and using custom email templates right from your desktop Outlook application. It’s perfect for anyone who wants to streamline their communication, reduce repetitive typing, and ensure consistency in their outgoing emails, whether for work or personal use. By following these steps, you'll be able to quickly create and reuse professional-looking emails.

Fast Answer

Key Action: Create a New Email
Save Step: File > Save As > Outlook Template (*.oft)

15 Minutes Time needed

Easy Difficulty

Saving Format Watch out for

Before You Start

An active desktop version of Microsoft Outlook installed on your computer. This feature is primarily for the desktop application, not the web version (Outlook.com).
A clear idea of the content you want to include in your template, such as subject line, body text, and signature.
Basic computer navigation skills to locate and save files.

Check first: Ensure you are using the Microsoft Outlook desktop application. The steps for creating and saving templates as `.oft` files do not apply to Outlook on the web, which handles templates differently through "My Templates" (often limited to text snippets). Using the desktop app ensures full functionality and proper saving.

Step-by-Step Instructions

1. Open Outlook and Start a New Email

The first step to creating an email template is to open your Microsoft Outlook desktop application. Once it's open, you need to begin composing a new email message. Look for the "New Email" button, usually located in the top-left corner of the Home tab in the ribbon. Clicking this will open a blank message window, which will serve as the canvas for your new template.

This blank email is where you will put all the standard information you want to reuse. Don't worry about sending it; you're just using this window to design your template content.

Tip: Before you even start, think about the specific purpose of this template. Is it for a common question, a weekly update, or a thank-you note? Having a clear purpose helps you structure the content effectively from the beginning.

2. Compose Your Template Content Carefully

Now, fill in the "Subject" line and the body of the email with all the text, formatting, and images you want to be part of your template. This includes things like your professional closing, signature, company logo, bullet points, or specific phrases you use frequently. For example, if you're creating a template for customer enquiries, your subject might be "Following Up on Your Recent Enquiry" and the body might include standard responses and fields for personalised details.

You can also use placeholders for information that changes with each email. For instance, you might type [Recipient Name] or [Specific Detail] in the body of the email. When you use the template later, you'll simply replace these placeholders with the correct information for that specific recipient.

Tip: Spend some time getting the formatting just right. Use bold text for emphasis, bullet points for lists, and consistent font styles. Any formatting you apply now will be saved as part of the template, saving you even more time later.

3. Save Your Draft as an Outlook Template (.oft)

This is the most critical step. Once you've finished composing your email content exactly as you want it in the template, do not send the email. Instead, navigate to the "File" tab in the open message window (not the main Outlook window). From the File menu, select "Save As".

In the "Save As" dialogue box that appears, you need to choose the correct file type. In the "Save as type:" dropdown menu, select "Outlook Template (*.oft)". By default, Outlook will suggest a location for your template files, often in a hidden folder like `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`. It's usually best to save it in this default location to make it easier for Outlook to find later.

Give your template a clear and descriptive name, such as "Customer Enquiry Template" or "Weekly Report Reminder". Then, click "Save".

Watch out: Make absolutely sure you select "Outlook Template (*.oft)" from the "Save as type" dropdown. If you save it as a standard Outlook Message Format (.msg) or Rich Text Format (.rtf), it won't function as a reusable template in the same way, and you'll miss out on the intended benefits.

4. Close the New Email Window Without Sending

After successfully saving your email as an Outlook Template, you can now safely close the message window you were working in. You'll likely be prompted with a message asking, "Do you want to save changes to this message?" Since you've already saved it as a template, there's no need to save it as a draft message as well. Select "No" to close the window without saving the draft.

Your template is now created and saved, ready to be used whenever you need it. Closing the window ensures you don't accidentally send the template draft to anyone.

Tip: Always double-check that you've selected "No" when closing the template creation window. This prevents clutter in your drafts folder and avoids any confusion about which version is the template.

5. Use Your New Template to Send an Email

When you're ready to send an email using your newly created template, the process is slightly different from composing a new email from scratch. From the main Outlook window, go to the "Home" tab.

Look for the "New Items" button in the New section of the ribbon. Click it, then navigate to "More Items" > "Choose Form...". This will open the "Choose Form" dialogue box. In the "Look In:" dropdown menu at the top, select "User Templates in File System". You should now see your saved templates listed by the names you gave them.

Select the template you want to use and click "Open". A new email message will open, pre-filled with all the content you saved in your template.

Tip: If you use a particular template very often, you can create a shortcut to it on your desktop or even pin it to your Start menu for even quicker access. Double-clicking the `.oft` file will open a new message based on that template.

6. Customise and Send Your Template-Based Email

Once your template-based email message opens, it's a standard new message that you can edit. Fill in the "To", "Cc", and "Bcc" fields with your recipients. Then, go through the body of the email and replace any placeholders you've included (like [Recipient Name] or [Specific Detail]) with the current, specific information for the person or situation you are emailing. Add any new information relevant to this particular email.

After you've made all your necessary changes and checked the content, subject, and recipients, you can send the email as you normally would by clicking the "Send" button. Each time you use the template, it creates a fresh, editable copy, leaving your original `.oft` template file untouched and ready for future use.

Tip: Always proofread the customised email before sending. It’s easy to overlook a placeholder you meant to fill in, especially if you're using templates frequently. A quick read-through can save you from sending incomplete messages.

7. Organise and Manage Your Templates

As you create more templates, you might find it useful to organise them. The default folder can become a bit crowded. You can navigate to the default template folder using File Explorer (usually by typing `%appdata%\Microsoft\Templates` into the address bar). Here, you can create subfolders to group related templates, for example, "Customer Service Templates", "Internal Communications", or "Sales Follow-ups".

While Outlook’s "Choose Form" dialogue box will only show templates directly in the main "Templates" folder, you can still access templates in subfolders by navigating to them directly through the file system. For most users, keeping templates in the default root folder is simplest, but for advanced users, creating shortcuts or custom toolbars can streamline access to organised subfolders.

Tip: To quickly edit an existing template, locate the `.oft` file in your templates folder, right-click it, and select "Open With" > "Microsoft Outlook". Make your changes and then save it again, overwriting the old file.

Quick Reference

Situation	Use this	Why
Creating a new template	Start New Email > Compose > File > Save As > Outlook Template (*.oft)	Ensures the email structure and content are saved in a reusable format.
Using an existing template	New Items > More Items > Choose Form > User Templates in File System	Opens a new message pre-filled with your saved template content.
Template not appearing in list	Check default template folder (`%appdata%\Microsoft\Templates`)	Confirm the `.oft` file is saved in the correct, accessible location.
Editing a saved template	Locate `.oft` file > Right-click > Open With > Microsoft Outlook > Edit > Save	Directly modifies the source template file for future uses.

Common Problems When You Make An Email Template In Outlook

While creating and using Outlook email templates is generally straightforward, a few common issues can sometimes arise. Knowing what these are and how to fix them can save you frustration.

1. Template Not Appearing in "Choose Form" List:

Problem: You followed the steps to save your template, but when you go to "New Items" > "More Items" > "Choose Form", you can't see your template listed under "User Templates in File System."
Fix: This usually means the template was saved in the wrong location or with the incorrect file type.
- First, double-check that you saved it as "Outlook Template (*.oft)", not as a regular message (.msg).
- Second, ensure it was saved in Outlook's default templates folder. You can find this by typing `%appdata%\Microsoft\Templates` into the address bar of your File Explorer and pressing Enter. Your `.oft` file should be directly in this folder, not in a subfolder, for it to appear in the "Choose Form" list. If it's in a different location, move it to this folder.

2. Template Opens for Editing the `.oft` File, Not as a New Message:

Problem: When you double-click the `.oft` file directly from File Explorer, it opens in Outlook as if you're editing the template itself, rather than opening a new, editable email based on the template.
Fix: This is expected behaviour if you're double-clicking the `.oft` file. To open a *new* email based on the template, you must go through Outlook's interface: "New Items" > "More Items" > "Choose Form" > "User Templates in File System", then select your template and click "Open". Alternatively, if you've created a shortcut to the template, double-clicking the shortcut will usually open a new email message based on it.

3. Template Content or Formatting Disappears:

Problem: After saving and reopening your template, some of the text, images, or formatting (like bolding or bullet points) is missing or has changed.
Fix: This can sometimes happen if content was pasted from a website or another application with complex formatting.
- Try pasting content as "plain text" first, then reapply formatting directly within Outlook.
- Ensure all images are properly embedded (not just linked) in the original template.
- Sometimes, certain advanced formatting features might not translate perfectly into the `.oft` format. Keep your template design relatively simple and consistent with standard Outlook capabilities.

4. Accidentally Sending the Template Draft:

Problem: You were creating or editing a template and accidentally clicked "Send" before saving it as an `.oft` file or before closing the draft.
Fix: Always remember to click "File" > "Save As" and select "Outlook Template (*.oft)", then close the message window and choose "No" when prompted to save changes to the message. Be mindful of the "Send" button during template creation; it's easy to click out of habit. If you do send it by mistake, you can recall the message if your organisation's settings allow, but it's best to prevent it from happening.

Advanced Tips for How To Make An Email Template In Outlook

Once you're comfortable with the basics of creating and using email templates, you can explore more advanced techniques to make them even more powerful and efficient.

1. Use Quick Parts for Dynamic Content:

Outlook's "Quick Parts" (also known as "Building Blocks") are pre-saved reusable pieces of content, such as specific phrases, paragraphs, or even entire document properties. While templates are for whole emails, Quick Parts are for parts of emails. You can insert Quick Parts directly into your templates. For example, you could have a Quick Part for your company's standard disclaimer or a block of text explaining your service offerings. This allows you to update that Quick Part in one place, and any templates using it will benefit from the update when you insert it anew.

To create a Quick Part, type the content into an email, select it, go to the "Insert" tab, click "Quick Parts", and then "Save Selection to Quick Part Gallery".

2. Create Hyperlinks and Bookmarks Within Templates:

Templates aren't just for static text. You can include active hyperlinks to websites, internal documents, or even other sections within a very long email (using bookmarks, though less common in email). This is extremely useful for directing recipients to relevant resources without having to type out URLs every time. Just select the text you want to be a link, right-click, and choose "Link" to add the web address.

3. Share Templates with Colleagues:

If you work in a team, sharing templates can ensure consistent communication across the board. You can share your `.oft` files with colleagues by simply attaching them to an email, saving them on a shared network drive, or uploading them to a cloud service. Your colleagues can then save these `.oft` files into their own Outlook templates folder (`%appdata%\Microsoft\Templates`) to use them.

4. Integrate with Outlook's Quick Steps:

Quick Steps in Outlook allow you to perform multiple actions with a single click. You can create a Quick Step that not only opens a new email based on a specific template but also automatically addresses it to certain recipients, adds a subject line, or even files it into a specific folder upon sending. This takes template usage to the next level of automation. Go to the "Home" tab, find the "Quick Steps" section, and click "Create New".

5. Use Placeholders More Effectively:

Beyond simple `[Recipient Name]` placeholders, consider using more specific ones that guide you when filling out the template. For example, `[Date of Last Contact]`, `[Product Model/Service Issue]`, or `[Agreed Next Steps]`. This makes it harder to forget crucial details and ensures your outgoing emails are always complete and tailored.

6. Build a Template Library:

Don't just create one template. Over time, identify all the emails you send regularly and build a comprehensive library of templates. Organise them logically by type or function (e.g., "Client Communication", "Internal Memos", "Project Updates"). The more templates you have for common scenarios, the more time you'll save overall.

How To Make An Email Template In Outlook FAQ

Here are some frequently asked questions about creating and using email templates in Outlook.

Q: Can I use Outlook templates on the web version of Outlook (Outlook.com)?
A: No, the `.oft` email templates created in the desktop version of Outlook are not directly compatible with Outlook on the web. Outlook.com has its own feature called "My Templates" which allows you to save short text snippets, but it's not as robust or feature-rich as the desktop `.oft` template system.

Q: Where are my Outlook templates saved by default?
A: By default, Outlook templates are saved in a hidden folder on your computer. You can usually find it by typing `%appdata%\Microsoft\Templates` into the address bar of your File Explorer and pressing Enter. This folder path is usually `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`.

Q: How do I edit an existing email template?
A: To edit an existing template, you need to open the `.oft` file itself. Navigate to the folder where your templates are saved (usually `%appdata%\Microsoft\Templates`). Locate the `.oft` file, right-click on it, and select "Open With" > "Microsoft Outlook". Make your changes in the message window that opens, then go to "File" > "Save" (or "Save As" if you want to save it under a new name) and overwrite the existing template file. Make sure to close the window afterward without saving as a regular message.

Q: Can an Outlook template include attachments?
A: Yes, if you attach files to the email when you are creating and saving it as an `.oft` template, those attachments will be saved as part of the template. Every time you use that template, a new email will open with those files already attached. Be mindful of attachment sizes and relevance when including them in templates.

Q: What's the difference between an Outlook template and a Quick Part?
A: An Outlook template (.oft) is a complete, pre-formatted email message, including the subject line, body text, and any attachments. It's designed for entire recurring emails. A Quick Part is a reusable block of content (text, graphics, formatting) that you can insert into any email message or even within a template. Quick Parts are for smaller, specific pieces of content you frequently use, while templates are for the whole email structure.

Q: Can I have different email signatures in different templates?
A: Yes. When you create your template, ensure the specific signature you want to use is present in the email draft *before* you save it as an `.oft` file. The signature that is in the email when you save it will become part of that specific template. You can manually change your default signature in Outlook before composing the template if you need a different one for a particular template.

Final Checklist for How To Make An Email Template In Outlook

Before you consider your Outlook email template project complete, run through this final checklist to ensure everything is set up correctly and you're ready to save time.

✓ Outlook Desktop App: Confirmed you are using the desktop version of Microsoft Outlook, not the web version.
✓ Template Content Ready: You have a clear idea of the subject line, body text, and any placeholders needed for your template.
✓ New Email Started: You've opened a new email message window to compose your template content.
✓ Content Composed: All desired text, formatting, images, and your signature are included in the email body.
✓ Placeholders Included: Any variable information is marked with clear placeholders (e.g., `[Recipient Name]`).
✓ Correct Save As Type: When saving, you specifically selected "Outlook Template (*.oft)" from the dropdown menu.
✓ Descriptive File Name: Your template has a clear and easy-to-understand file name (e.g., "Monthly Report Request").
✓ Saved in Default Location: The `.oft` file is saved in Outlook's default templates folder (`%appdata%\Microsoft\Templates`) for easy access.
✓ Closed Without Saving Draft: You closed the message window after saving the template and selected "No" when asked to save changes to the message.
✓ Template Functionality Tested: You have successfully opened a new email using the template via "New Items" > "More Items" > "Choose Form" and confirmed it works as expected.
✓ Customisation Tested: You've practised replacing placeholders and sending a customised email based on your new template.

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