How To Create A Template In Outlook
A practical step-by-step guide to how to create a template in outlook, including preparation, instructions, common issues, tips, and next steps.
How To Create A Template In Outlook
Do you often send the same email message over and over again? An Outlook template can save you a lot of time and help you keep your messages consistent. This guide shows you exactly how to create a template in Outlook, store it correctly, and use it whenever you need it. It's perfect for anyone who wants to speed up their email tasks and make their communication more efficient.
Fast Answer
- Open new email: In Outlook desktop app, click `New Email`.
- Compose message: Write your subject, body, and add any standard attachments.
- Save as template: Go to `File` > `Save As`, select `Outlook Template (*.oft)` from the `Save as type` dropdown, and choose a location.
- Use template: Click `New Items` > `More Items` > `Choose Form`. Select `User Templates in File System` from the `Look In` dropdown, then pick your template.
Before You Start
- You will need the Microsoft Outlook desktop application installed on your computer. This guide does not apply to Outlook on the web (browser version) or mobile apps, as they have different features.
- Ensure you have an email account set up and working within your Outlook desktop application.
- Have a clear idea of the email content you want to save as a template. This includes the subject line, main message body, and any standard attachments or signatures.
- Basic computer and mouse skills are helpful for navigating menus and saving files.
Step-by-Step Instructions
1. Open a New Email Message
To begin creating your template, you first need to open a blank email message in Outlook. This is where you will compose the content that you want to save and reuse.
In the top-left corner of the Outlook window, you should see a button labeled `New Email`. Click on this button. A new, blank message window will pop up. This window looks just like a regular email you would send, but we won't be sending it yet.
2. Compose Your Template Content
Now that you have your new message window open, it's time to write the content for your template. Think about the common emails you send and what information usually stays the same. Fill in all the parts of the email that you want to be included in your template:
- Subject Line: Type a clear, general subject that describes the email's purpose. For example, "Meeting Reminder" or "Project Update Request."
- Body Text: Write the main message. Include greetings, important information, common instructions, and closings. You can leave blank spaces or use placeholders like "[Recipient Name]" or "[Date]" if those parts will change each time you use the template.
- Attachments: If you always send the same file (like a company brochure or a specific form) with this type of email, you can attach it now. Click the `Attach File` button in the message ribbon and select the file. This attachment will be saved as part of your template.
- Formatting: Apply any specific fonts, colors, bold text, or bullet points you want to appear in your template.
Make sure to remove any personal information or details that would only apply to a single email you've sent in the past. Your goal is to create a general message that can be used for many different situations.
3. Save Your Email as a Template (.oft)
This is the most important step for how to create a template in Outlook. Once your email content is ready, you need to save it in the special Outlook Template format.
- In the open message window, click on the `File` tab at the top-left corner. This will open the Backstage view.
- From the left-hand menu, select `Save As`.
- A "Save As" window will appear. First, choose a location where you want to save your template. Outlook usually suggests a default folder for templates, which is often `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`. It's a good idea to save it in this default location or a folder you create within it, as Outlook will look here when you try to use your templates.
- Next, in the `Save as type` dropdown menu, click on it and select `Outlook Template (*.oft)`. This specific file type is crucial for Outlook to recognize it as a template.
- In the `File name` box, give your template a clear and descriptive name, like "Weekly Report Request" or "New Client Welcome."
- Finally, click the `Save` button.
You can now close the message window without sending it. Your template is saved!
4. Access and Use Your New Template
Now that you've successfully created and saved your template, let's learn how to open and use it to send a new email.
- In the main Outlook window, go to the `Home` tab on the ribbon.
- Click on `New Items`. This usually has a small arrow next to it.
- Hover your mouse over `More Items` in the dropdown menu.
- From the next submenu, select `Choose Form...`.
- A "Choose Form" dialog box will open. In the `Look In` dropdown menu at the top, select `User Templates in File System`. This tells Outlook to look in the special folder where your templates are stored.
- You should now see a list of your saved templates. Find the template you just created by its name (e.g., "New Client Welcome") and click on it.
- Click the `Open` button.
A new email message will open, pre-filled with all the subject, body text, formatting, and attachments you saved in your template. It’s ready for you to personalize and send.
5. Personalize and Send Your Template-Based Email
Once your template opens as a new email message, it's a regular email now. Before you hit send, you'll need to do a few things:
- Add Recipients: Type the email addresses of the people you want to send the message to in the `To`, `Cc`, or `Bcc` fields.
- Personalize Content: Fill in any placeholders you left in the subject or body (e.g., replace "[Recipient Name]" with the actual name). Make any small changes to the text that are specific to this particular email.
- Review: Always read through the entire message one last time to catch any errors and ensure all personalized details are correct.
After you've customized the email and reviewed it, click the `Send` button as you would with any other email. Your original template file remains untouched and ready for you to use again and again.
6. Edit an Existing Template (Optional)
Sometimes you might want to make changes to a template you've already created. Maybe you want to update some wording or add a new standard attachment. Here's how:
- Follow Step 4 to access and open your template. This will open it as a new email message.
- Make all the desired changes to the subject, body, attachments, or formatting within this new message window.
- Once you've made your edits, you need to save it again. Go to `File` > `Save As`.
- Ensure the `Save as type` is still `Outlook Template (*.oft)`.
- Navigate to the original folder where your template is saved.
- In the `File name` box, type the exact same name as your original template. Outlook will ask you if you want to replace the existing file. Click `Yes` to save over the old version with your updated one.
Now your template has been updated with the new changes, and the next time you open it, it will reflect those edits.
7. Organize Your Templates (Optional)
As you create more templates, you might find it helpful to organize them. The default template folder can get crowded. Here's a simple way to keep things tidy:
- Open your computer's File Explorer (you can usually find this by searching for "File Explorer" in the Windows search bar, or clicking the folder icon on your taskbar).
- Navigate to the default Outlook templates folder. A common path is `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`. The `AppData` folder is often hidden, so you might need to enable "Show hidden files" in your File Explorer settings if you can't find it.
- Inside this "Templates" folder, you can create new subfolders. For example, you could create a folder called "Sales Templates" and another called "Customer Support Templates."
- Drag and drop your `.oft` template files into the appropriate folders.
When you go to `New Items` > `More Items` > `Choose Form` and select `User Templates in File System`, Outlook will show all templates in the main folder and any subfolders. This means you can still find them easily, but they'll be much more organized in your computer's file system.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| Creating a new template | `New Email` > `File` > `Save As` > `Outlook Template (*.oft)` | This saves your composed message in the special reusable format Outlook needs. |
| Opening an existing template | `Home` tab > `New Items` > `More Items` > `Choose Form` > `User Templates in File System` | This path tells Outlook to find and open your saved templates. |
| Editing a template | Open template (as if using it) > Make changes > `File` > `Save As` (overwrite existing .oft file) | You must open it as a new message, make edits, and then save it *again* as a template, replacing the old one. |
| Attachments in templates | Attach files directly when composing the initial email message before saving as .oft | Attachments saved this way will be included every time you open the template. |
Common Problems When You Create A Template In Outlook
Even though creating templates in Outlook is straightforward, you might run into a few common issues. Knowing what these problems are and how to fix them can save you time and frustration.
1. Can't find the "Save As" option for templates (or .oft type)
Problem: You're following the steps, but when you go to `File` > `Save As`, you don't see the `Outlook Template (*.oft)` option in the dropdown list, or the "Save As" dialog looks different.
Solution: The most likely reason is that you are using Outlook on the web (through a browser) or a mobile app, not the desktop version of Outlook. Template creation with the `.oft` format is a feature specific to the full desktop application. Close your browser or mobile app and open the Outlook program installed on your computer. If you don't have the desktop app, you won't be able to use this method.
2. Your template isn't appearing in "Choose Form"
Problem: You saved your template, but when you go to `New Items` > `More Items` > `Choose Form`, and select `User Templates in File System`, your template isn't listed.
Solution:
- Check the Save As type: Did you definitely save it as `Outlook Template (*.oft)`? If you saved it as an `.msg` file or another type, Outlook won't see it as a template in that specific menu. Go back to where you saved it and check the file type. If it's wrong, open the file, re-save it as an `.oft`, and replace the old file.
- Check the save location: Make sure you saved the `.oft` file in Outlook's default templates folder, or at least somewhere Outlook can easily find it. This is typically `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`. If you saved it somewhere else, you can navigate to that folder manually in the "Choose Form" dialog, or simply move the `.oft` file into the default templates folder.
3. Attachments don't save or appear correctly in the template
Problem: You added an attachment when creating the template, but when you open the template later, the attachment is missing or corrupted.
Solution:
- Ensure the original file exists: When you attach a file to a template, Outlook creates a copy of that file within the template. However, if the original file you attached was moved or deleted from its original location *before* you saved the template, it might cause issues. Always make sure the source file is stable before attaching and saving.
- Re-attach and re-save: The simplest fix is to open your template (as if you were going to use it), re-attach the file, and then save the email *again* as an `Outlook Template (*.oft)`, making sure to overwrite the old template file. This refreshes the attachment within the template itself.
- Consider large files: Very large attachments can sometimes cause issues. If you have extremely large files, it might be better to mention them in the template body and attach them manually when sending the actual email, rather than embedding them in the template.
4. Template content looks different when opened (formatting issues)
Problem: The fonts, colors, or layout of your template change slightly when you open it from the `Choose Form` menu, even though they looked perfect when you saved it.
Solution:
- Outlook settings: Sometimes, Outlook's default stationery or theme settings can interfere. Check your Outlook options (`File` > `Options` > `Mail` > `Stationery and Fonts`) to ensure they aren't overriding your template's specific formatting.
- Compose in plain text (if simple): If your template is very simple and doesn't rely on complex formatting, saving it as a plain text template first, then applying minimal formatting, might prevent issues. However, `.oft` templates generally handle rich text well.
- Test thoroughly: After saving, always open and test your template right away to see if any formatting shifts occurred. If they do, adjust the formatting slightly in the template and re-save until it appears correctly.
Advanced Tips for How To Create A Template In Outlook
Once you're comfortable creating basic templates, you can explore some more advanced techniques to make your email workflow even faster and more powerful.
1. Use Quick Parts for Reusable Snippets
Outlook Templates are great for entire emails, but what if you only need to insert a specific paragraph, a table, or a closing remark into *any* email, not just a templated one? That's where Quick Parts come in handy.
- How to use: In a new email, type the text you want to save. Select it. Go to the `Insert` tab on the message ribbon, click `Quick Parts`, and then `Save Selection to Quick Part Gallery`. Give it a name.
- Benefit: You can then insert this saved snippet into any email (new, reply, or forward) by clicking `Quick Parts` and choosing your saved item. This is fantastic for common disclaimers, directions, or answers to frequently asked questions that don't always need a full template.
2. Create Templates from Existing Emails
Don't want to start from scratch? You can turn an email you've already sent or received into a template.
- How to use: Open the email you want to use. Click `File` > `Save As`. In the `Save as type` dropdown, choose `Outlook Template (*.oft)`. Make sure to clear out any specific sender/recipient info or personal details from the subject and body before saving.
- Benefit: This is a quick way to capture the layout, style, and general content of an email you know works well, saving you the effort of retyping everything.
3. Share Your Templates with Others
If you work in a team or business, consistent communication is key. You can share your custom templates with colleagues.
- How to use: Navigate to the folder where your `.oft` files are saved (e.g., `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`). Copy the `.oft` file(s) and send them to your colleagues (via email, network drive, or cloud storage). They can then save these `.oft` files into their own Outlook templates folder.
- Benefit: This ensures everyone on your team is sending out messages with the same branding, tone, and information, improving consistency and professionalism across your organization.
4. Add Placeholders for Dynamic Content
While templates save static content, you can make them even more dynamic with simple placeholders.
- How to use: Instead of leaving blank lines, type obvious placeholders like `[Recipient Name]`, `[Meeting Date/Time]`, `[Specific Action Required]`.
- Benefit: These placeholders serve as clear reminders of what specific information you need to update each time you use the template, reducing the chance of sending an unpersonalized or incomplete email.
How To Create A Template In Outlook FAQ
What is an Outlook template and why should I use one?
An Outlook template is a pre-designed email message that you can save and reuse multiple times. It includes all the standard parts of an email, like the subject line, body text, formatting, and even attachments. You should use them because they save a lot of time by preventing you from typing the same information repeatedly. They also help ensure your messages are consistent and professional, especially for common communications.
Can I create templates in Outlook on the web or my phone?
No, the method described in this guide for creating and saving templates as `.oft` files is specific to the Outlook desktop application for Windows. Outlook on the web has a feature called "My Templates" (or "Quick Steps" which can include pre-set text), and Outlook mobile apps have limited quick text options, but these work differently and are not the same as the `.oft` templates covered here. Make sure you're using the desktop app.
Where are Outlook templates stored on my computer?
By default, Outlook templates are usually stored in a hidden folder on your computer. The typical path is `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`. The `AppData` folder is often hidden, so you might need to adjust your File Explorer settings to "Show hidden files" if you want to browse to this location directly.
What's the difference between an Outlook template and an email signature?
An Outlook template (`.oft` file) is a complete, reusable email message that can include a subject, body, formatting, and attachments. You open a template to start a new email that's mostly pre-written. An email signature, on the other hand, is a block of text (usually your name, title, contact info, and perhaps a company logo) that automatically appears at the very end of your email messages. While a template can include a signature, a signature cannot include a full email body or subject line by itself.
Can I include images or tables in my Outlook templates?
Yes, absolutely! When you compose your email message before saving it as an `.oft` template, you can insert images directly into the body of the email, create tables, and use various formatting options (bold, italics, different fonts, colors). All of these elements will be saved as part of your template and will appear correctly when you open it to create a new message.
How do I delete an Outlook template?
To delete an Outlook template, you need to go to the folder where it's saved on your computer. Navigate to the templates folder (usually `C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates`). Find the `.oft` file for the template you want to remove, right-click on it, and select `Delete`. Once deleted from this folder, it will no longer appear in your "Choose Form" list in Outlook.
Final Checklist for How To Create A Template In Outlook
Before you wrap up and rely on your new Outlook templates, take a moment to go through this checklist to ensure everything is set up correctly and efficiently.
- ✅ Did you use the Outlook desktop application for all steps, not the web or mobile version?
- ✅ Did you compose your template with a clear subject line and comprehensive body text?
- ✅ Did you remember to save the email using `File` > `Save As`?
- ✅ Was the `Save as type` definitely set to `Outlook Template (*.oft)`? This is crucial.
- ✅ Did you save your template in a location that Outlook can easily access (like the default `Templates` folder)?
- ✅ Have you opened and tested your new template at least once using the `New Items` > `More Items` > `Choose Form` path to ensure it works as expected?
- ✅ Are all included attachments (if any) present and working correctly when the template is opened?
- ✅ Have you personalized any necessary placeholders (like `[Recipient Name]`) before sending your test email?
- ✅ Do you know how to edit your template if you need to make changes in the future?
- ✅ Have you considered organizing your templates into subfolders if you plan to create many?
By following these steps and checking off this list, you'll be well on your way to streamlining your email communication and saving valuable time every day. Happy templating!