How Do I Create An Email Template In Outlook

Creating an email template in Outlook lets you save time by reusing common messages without typing them from scratch every time. This guide shows you step-by-step how to design, save, and use your own custom templates for quick replies, regular updates, or any message you send frequently. It’s perfect for anyone who wants to streamline their email workflow and send consistent messages.

Fast Answer

Main Action: Open a new email, compose your message, go to File > Save As, and choose Outlook Template (*.oft) as the file type.
To Use: Go to New Items > More Items > Choose Form, then browse to User Templates in File System.

5-10 minutes Time needed

Easy Difficulty

Saving location Watch out for

Before You Start

Microsoft Outlook: Ensure you have Outlook installed and running on your computer. This guide applies to desktop versions of Outlook (e.g., Outlook for Microsoft 365, Outlook 2019, 2021).
Email Content Ready: Have the text, subject line, and any attachments (if they're always the same) you want to include in your template ready to go.
Basic Computer Skills: You should be comfortable with navigating menus and saving files on your computer.

Check first: Always test your new template by sending yourself a practice email to ensure all formatting, links, and content appear exactly as you intend before sending it to others.

Step-by-Step Instructions

1. Open a New Email Message

Start by opening Outlook on your computer. Once it's open, you'll need to begin a new email as if you were going to send a regular message. Look for the "New Email" button, usually located in the top-left corner of the Home tab on the ribbon. Click this button to open a blank message window.

Tip: You can also use the shortcut Ctrl + N while in Outlook's main window to quickly open a new email.

2. Compose Your Template Content

In the new message window, fill in all the details that you want to be part of your template. This includes the subject line, the body of the email, and any consistent recipients (like a 'BCC' address for internal tracking, though often you'll leave 'To' and 'CC' blank). You can also add your signature, images, links, or specific formatting like bold text or bullet points. Make sure everything is exactly how you want it to appear when you use the template later.

For example, if you're making a template for client updates, your subject might be "Project Update for [Client Name] – [Date]", and the body would contain standard greetings, update sections, and a closing. Remember, you can always edit parts like `[Client Name]` and `[Date]` when you use the template.

3. Save the Message as an Outlook Template

Once your email is fully composed and looks exactly like you want your template to be, it's time to save it. Do NOT click "Send". Instead, go to the File tab in the upper-left corner of the message window. From the File menu, click on "Save As".

A "Save As" dialog box will appear. Here's the crucial step: In the "Save as type" dropdown menu (it usually says "Outlook Message Format" by default), select "Outlook Template (*.oft)". By choosing this format, you tell Outlook to save it as a reusable template.

Watch out for: Outlook will usually suggest saving templates in a specific default folder (often located at `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`). It's best to save it here, or in a specific folder you create within that directory, as Outlook looks here first when you try to open a template later.

4. Give Your Template a Name and Save

In the "File name" field, type a clear and descriptive name for your template. Choose a name that will help you easily recognize its purpose later, such as "Weekly Project Update" or "New Client Welcome". After entering the name and confirming "Outlook Template (*.oft)" as the type, click the "Save" button. The message window will remain open after saving; you can now close it without sending.

Tip: If you plan to create many templates, consider creating subfolders within Outlook's default templates folder to keep them organized. For example, a folder for "Sales Templates" and another for "Support Templates."

5. How to Use Your New Email Template

Now that you've saved your template, let's learn how to use it. To open a new message based on your template, go back to the main Outlook window. In the Home tab on the ribbon, find "New Items". Click the dropdown arrow next to it, then choose "More Items", and finally, select "Choose Form...".

In the "Choose Form" dialog box, look for the "Look In" dropdown menu at the top. Change this from "Standard Forms Library" to "User Templates in File System". This will display a list of all the Outlook templates you've saved. Select the template you want to use from the list and click "Open". A new email message will open, pre-filled with all the content from your template, ready for you to customize and send.

6. (Optional) Create a Quick Step for Faster Access

If you use a template very often, you can create a Quick Step to access it even faster. On the Home tab of your Outlook ribbon, find the "Quick Steps" section. Click "Create New" or the small arrow in the corner of the Quick Steps box to open the Quick Steps manager.

Choose "New Quick Step" and then "Custom". Give your Quick Step a name (e.g., "Send Weekly Report"). Under "Actions," select "Reply" or "New Message", then click "Show Options". Here you can link to your template. Click the dropdown for "Text" and choose "Open a template". Then, click "Browse..." and navigate to your saved `.oft` file. Click "Finish." Now, you can simply click your Quick Step to open the template.

Quick Reference

Situation	Use this	Why
Want to create a template	*File > Save As > Outlook Template (.oft)**	Ensures the message is saved in a reusable format.
Need to open a template	New Items > More Items > Choose Form > User Templates in File System	This is the standard path to access all your saved `.oft` templates.
Want to edit an existing template	Open the template, make changes, then Save As with the same name (overwriting it).	You can't directly "edit" an `.oft` file; you must open, modify, and re-save.
Template content is often similar but not identical	Leave specific details (like names, dates) as placeholders in your template.	Allows for quick customization when using the template, saving time.

Common Problems When You Create An Email Template In Outlook

Even though creating templates is straightforward, you might run into a few common issues. Knowing how to fix them can save you frustration.

Problem: Can't Find My Saved Template

Sometimes, after saving a template, you go to use it and can't find it in the "Choose Form" dialog box. This usually happens if it wasn't saved in the correct default folder or if you looked in the wrong place.

Fix 1: Check the "Look In" setting. When in the "Choose Form" dialog, ensure the "Look In" dropdown is set to "User Templates in File System". If it's set to "Standard Forms Library" or another option, your template won't appear.
Fix 2: Verify the save location. When you saved the template, you might have accidentally chosen a different folder. Outlook's default template folder is typically `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`. You can manually browse to this folder to see if your `.oft` file is there. If it's somewhere else, you can either move it to this folder or remember its location when browsing.

Problem: Template Opens as a Plain Email, Not a Template

If you click on an `.oft` file directly from Windows Explorer, it might open a new email message but also sometimes opens as a plain email rather than respecting all template properties (especially if you double-clicked the file and not accessed via "Choose Form").

Fix: Always use "Choose Form." For the most reliable experience, always open your templates through the Outlook interface: New Items > More Items > Choose Form. This method ensures Outlook correctly interprets the `.oft` file as a template and applies all its saved settings.

Problem: Template Formatting is Lost When Used

You created a beautiful template with specific fonts, colors, or layouts, but when you open it, some formatting seems off or missing.

Fix 1: Check your Outlook settings. Ensure your Outlook's default message format is HTML. Go to File > Options > Mail. Under "Compose messages," make sure "Compose messages in this format" is set to HTML. Rich Text or Plain Text formats strip out advanced formatting.
Fix 2: Verify template creation. Make sure you created the original email using HTML formatting. If you started with a plain text email and then tried to add rich formatting, it might not save correctly. When composing your template, ensure the message format is set to HTML (usually visible on the "Format Text" tab of the message window).

Problem: Can't Attach Files That Change Every Time

You want to include an attachment in your template, but the file is different for each recipient.

Fix: Don't attach variable files to the template. Only attach files to a template if they are *always* the same for every use. For files that change (like a personalized report), leave the attachment field blank in the template and add the specific file manually each time you use the template. You can add a placeholder note in the email body like "Please find the attached [Report Name] below."

Advanced Tips for How Do I Create An Email Template In Outlook

Once you're comfortable with the basics, these advanced tips can help you get even more out of Outlook email templates and make your workflow even smoother.

Use Quick Parts for Reusable Snippets

While templates are great for entire emails, what if you only need to reuse specific phrases, paragraphs, or even a company logo within different emails? That's where Quick Parts come in. You can save any selected text, image, or table as a Quick Part. To do this:

Select the text or object in an email message.
Go to the Insert tab on the ribbon.
Click on "Quick Parts", then select "Save Selection to Quick Part Gallery".
Give it a name and click "OK".

Now, whenever you're composing an email, you can go to Insert > Quick Parts and click on your saved snippet to instantly insert it. This is incredibly useful for standard disclaimers, directions, or answers to frequently asked questions that you might include in various emails.

Organize Your Templates Folder

As you create more templates, your "User Templates in File System" folder can become cluttered. To keep things tidy:

Open File Explorer (Windows key + E).
Navigate to the default Outlook templates folder: `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`.
Create subfolders within this directory (e.g., "Sales Templates," "HR Communications," "Client Support").
Move your `.oft` files into the appropriate subfolders.

When you go to New Items > More Items > Choose Form, you'll now be able to navigate into these subfolders to find your categorized templates. This makes managing a large collection of templates much easier.

Keyboard Shortcuts for Quick Access (for Power Users)

For those who prefer keyboard shortcuts, you can pin your most frequently used templates to the Quick Access Toolbar or create custom macros (though this is more advanced).

Quick Access Toolbar: Right-click on any button in the ribbon (e.g., the "New Email" button), select "Customize Quick Access Toolbar," and then you can add "Choose Form" or specific Quick Steps to it.

Share Templates with Colleagues

Outlook templates are just files (`.oft` files), which means you can share them with others! Simply locate the `.oft` file in your templates folder (as mentioned above) and email it to your colleagues, or place it on a shared network drive. They can then save the `.oft` file into their own Outlook templates folder, and it will become available for them to use.

Tip: When sharing, ensure everyone uses the same version of Outlook if possible, or test the template across different versions to ensure consistent formatting.

Use Placeholders for Dynamic Content

Instead of leaving blanks, use clear placeholders in your template's subject line and body. For example, `[CLIENT_NAME]`, `[DATE]`, `[PROJECT_TOPIC]`. This makes it immediately obvious what information needs to be updated when you open the template. It also prevents you from accidentally sending a template with missing information.

How Do I Create An Email Template In Outlook FAQ

Q: Where are Outlook templates stored?

A: By default, Outlook templates (`.oft` files) are stored in a specific folder on your computer: `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`. You can also save them to any other folder, but Outlook looks in this default location first when you choose "User Templates in File System."

Q: Can I edit an existing Outlook template?

A: You cannot directly "edit" an `.oft` file in the same way you would edit a Word document. To modify an existing template, you need to open it (via New Items > More Items > Choose Form), make your desired changes to the opened email, and then save it again using File > Save As. Make sure to select "Outlook Template (*.oft)" as the file type and save it with the exact same name and in the same location to overwrite the old version.

Q: Can I include attachments in an Outlook template?

A: Yes, you can include attachments in your Outlook template. When you compose the original email message that you're saving as a template, simply attach the files as you normally would. These attachments will then be part of the `.oft` file and will appear in every new email created from that template. Remember only to attach files that will always be the same for every message sent using that template.

Q: Is there a limit to how many templates I can create?

A: No, there isn't a strict limit to the number of templates you can create in Outlook. You are limited only by your computer's storage space. However, it's a good idea to keep them organized, perhaps using subfolders within your templates directory, so you can easily find the one you need.

Q: What's the difference between an Outlook Template and a Signature?

A: An Outlook Template (`.oft` file) saves the entire email message, including the subject, body, formatting, and attachments. It's for an entire reusable message. An Outlook Signature, on the other hand, is a block of text and images (like your name, title, company, contact info) that automatically appears at the end of every new email or reply. Signatures are a part of a message, while templates are the whole message.

Q: Can I create templates on Outlook for the web or mobile?

A: The "Outlook Template (*.oft)" feature is specific to the desktop version of Microsoft Outlook. Outlook for the web (Outlook.com) and mobile apps often have a similar feature called "My Templates" or "Quick Parts" which allows you to save and insert pre-written email snippets. These web/mobile-based templates are different from the `.oft` files created on the desktop application.

Final Checklist for How Do I Create An Email Template In Outlook

Before you consider your template setup complete and ready for regular use, quickly run through this checklist to ensure everything is perfect:

Composed Email: Is the email body, subject line, and any default recipients (if applicable) exactly as you want them?
Formatting Checked: Does all the text, images, and links display correctly? Is the font and styling consistent?
Placeholders Added: Have you clearly marked any sections that need to be customized each time (e.g., `[Client Name]`, `[Date]`)?
Attachments Included (if needed): If there are permanent attachments, are they correctly added?
Saved as .oft: Did you remember to choose "Outlook Template (*.oft)" in the "Save As" dialog?
Clear Name: Is the template saved with a descriptive name that you'll easily recognize?
Correct Folder: Is the template saved in Outlook's default templates folder, or a subfolder you can easily access?
Tested Successfully: Have you opened the template via New Items > More Items > Choose Form and sent a test email to yourself to confirm everything works as expected?
Quick Step (Optional): If frequently used, have you created a Quick Step for faster access to the template?
Shared (Optional): If colleagues need it, have you shared the `.oft` file with them and provided instructions?

By following these steps and checks, you'll have robust and efficient email templates ready to boost your productivity in Outlook!