How To Save An Email As A Template In Outlook

If you find yourself writing the same email over and over, saving it as a template in Microsoft Outlook can save you a significant amount of time and effort. This guide is for anyone who sends repetitive emails, such as weekly reports, new client welcome messages, project updates, or common customer service replies. Creating a template lets you store a pre-written email—complete with subject line, body text, formatting, and even attachments—so you can reuse it with just a few clicks, ensuring consistency and accuracy every time.

Fast Answer

Create a new email: Compose the content you want to save.
Go to File > Save As: Open the save dialog box.
Change "Save as type": Select Outlook Template (*.oft) from the dropdown menu.
Name and Save: Give your template a clear name and save it.

2-5 minutes Time needed

Easy Difficulty

Default save location Watch out for

Before You Start

Preparing properly ensures your template will work correctly and be easy to find later. The most important step is making sure you're using the right version of Outlook and that your template content is generic enough for reuse.

Microsoft Outlook Desktop Application: This feature is available in the desktop versions of Outlook for Windows and Mac (part of Microsoft 365 or Office suites). It is not available in the Outlook web app (Outlook.com) or mobile apps, which use a different, simpler feature called "My Templates."
Generic Email Content: Have the text, subject line, and any standard attachments ready. The goal is to create a master copy, so remove any information specific to a single recipient, like their name or a specific project number.

Check first: Before saving, proofread your draft to remove any personalized greetings (like "Hi Jane,") or confidential information. Replace these with clear placeholders like "[Client Name]" or "[Insert Date]" so you remember to fill them in later.

Step-by-Step Instructions

Follow these steps to create, save, and use your first email template in the Outlook desktop application. We'll walk through the process from composing the message to finding and using the saved template file.

Step 1: Create a New Email Message

Your template begins as a standard email. The first step is to open a new message window where you will compose the content.

In the main Outlook window, navigate to the Home tab on the ribbon at the top of the screen. In the top-left corner, click the New Email button. This will open a blank message window, ready for you to compose your template.

Step 2: Compose the Template Content

Now, write the email exactly as you want the template to appear. This includes the subject line, the body text, formatting, and your signature. The key is to make it reusable.

Subject Line: Write a clear, standard subject line. For example, "Weekly Project Status Report" or "Welcome to Our Service."
Body: Write the main content of the email. Use placeholders in brackets, like [Client Name], [Project Title], or [Link to Report], to mark spots where you will need to add custom information each time you use the template.
Formatting: Apply any formatting you need, such as bold text, bullet points, different fonts, or colors. All of this will be saved in the template.
Signature: Outlook may automatically add your default signature. Decide if you want this signature to be part of the template. If not, delete it from the message body before saving.

Leave the "To," "Cc," and "Bcc" fields blank. You will fill these in each time you use the template to send a new message.

Step 3: Add Attachments (If Needed)

If your email always includes the same file(s)—such as a company brochure, a price list, or a standard form—you can attach them now. These attachments will be saved as part of the template, so you don't have to find and attach them every time.

In the new message window, click on the Insert tab in the ribbon. Click the Attach File button and browse your computer for the file you want to include. Select the file and click Insert. The file will now appear in the "Attached" line of your email draft and will be included when you save it as a template.

Tip: Be mindful of attachment size. If you plan to share the template file (.oft) with others, large attachments will make the file itself large and harder to distribute.

Step 4: Open the 'Save As' Dialog

With your content composed, you are now ready to save it. This is not the same as saving a draft. You need to use the "Save As" function to access the special template file type.

In the message window, click the File tab in the upper-left corner. This will open the backstage view. From the menu on the left, select Save As. This will open your computer's file explorer, allowing you to choose a location and file type.

Step 5: Select 'Outlook Template' as the File Type

This is the most critical step in the process. By default, Outlook will try to save the file as a standard message (.msg). You must change this to the template format (.oft).

In the "Save As" dialog box, look for the Save as type dropdown menu located below the "File name" field. Click this menu and scroll through the options until you find Outlook Template (*.oft). Select it.

Once you select this option, you may notice that Outlook automatically changes the save location to its default user templates folder. This is normal behavior.

Step 6: Name and Save Your Template

Now, give your template a descriptive name in the File name field. A good name will help you easily identify it later. For example, "Monthly Client Check-in" is more helpful than "Template1."

You can let Outlook save the file in the default templates folder, or you can browse to a different location, like your Desktop or a specific project folder, for easier access. For now, we recommend using the default location as it makes the template easier to access through Outlook's built-in menus. Click the Save button.

You can now close the original email message window. Outlook may ask if you want to save changes to the draft; you can safely click No, as you have already saved the content as a template.

Step 7: Find and Use Your Saved Template

Creating the template is half the process; the other half is knowing how to use it. The path to access templates is a bit hidden.

From the main Outlook window, go to the Home tab. Click on New Items > More Items > Choose Form.... This opens the "Choose Form" dialog box.

In this window, click the dropdown menu next to "Look In:" and select User Templates in File System. Your saved template(s) should appear in the list below. Select the template you want to use and click Open.

A new email message will open, pre-populated with all the content from your template. Simply fill in your placeholders, add the recipients, and click Send.

Quick Reference

Situation	Use this	Why
Creating a new template	*File > Save As > Outlook Template (.oft)**	This saves the email in a reusable format that doesn't get sent or deleted.
Using a saved template	New Items > More Items > Choose Form...	This is the standard menu path to access your saved .oft template files.
Editing an existing template	Open the .oft file directly from your computer	Opening the template file lets you edit and re-save the master copy.
Sending repetitive text snippets	Quick Parts feature	For smaller blocks of text, Quick Parts can be faster than using a full email template.

Common Problems When You Save an Email as a Template in Outlook

While creating templates is straightforward, a few common issues can arise. Here’s how to troubleshoot them.

Problem: "I can't find my saved template."

This is the most frequent issue. If you go to "Choose Form" and your template isn't listed under "User Templates in File System," it likely means you saved it in a different location. Outlook's menu only looks in the default folder.

Solution 1: Find the Default Folder. The default location is usually hidden. You can find it by pasting this path into your Windows File Explorer address bar: %appdata%\Microsoft\Templates. Any .oft files in this folder will appear in the "Choose Form" menu. You can move your saved template file here.
Solution 2: Open the File Directly. Navigate to wherever you saved the .oft file on your computer and double-click it. This will also open a new email based on the template. You can create a desktop shortcut to your templates folder for quick access.

Problem: "My template automatically adds my email signature, and I don't want it to."

When you create a template from a new email, Outlook often inserts your default signature automatically. If you save the template with the signature in it, it will always be there. Then, when you use the template, Outlook might add your signature *again*, resulting in two signatures.

Solution: The best practice is to delete the signature from the email body before you save it as a template. This way, the template is clean. When you open the template to create a new message, Outlook will then add your current default signature just once, as it normally does.

Problem: "The 'Save as type' option for Outlook Template is missing."

If you don't see "Outlook Template (*.oft)" in the dropdown menu, you are almost certainly using the Outlook on the Web or a mobile app version.

Solution: This feature is exclusive to the desktop version of Outlook for Windows and Mac. The web version has a different, simpler feature called "My Templates" (found under the "View" tab > "View settings" > "Mail" > "Compose and reply"), which saves plain text snippets but doesn't support attachments or complex formatting in the same way.

Advanced Tips for Email Templates in Outlook

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

Add Your Templates to the Quick Access Toolbar or Ribbon

Navigating through "New Items > More Items > Choose Form" every time is slow. For templates you use frequently, create a shortcut on your Quick Access Toolbar (the small icons at the very top of the Outlook window) or the main Home ribbon.

Go to File > Options > Quick Access Toolbar (or Customize Ribbon).
Under "Choose commands from," select All Commands.
Scroll down the list and find Choose Form.... Select it and click the Add >> button to move it to your toolbar.
Click OK. Now, a new icon will appear on your toolbar. Clicking it takes you directly to the "Choose Form" dialog, saving you several clicks.

Share Your Templates with Your Team

An .oft file is just a file. This means you can easily share your standardized templates with colleagues to ensure everyone on your team is using the same consistent messaging. You can share them via email, a shared network drive (like SharePoint or OneDrive), or a messaging platform like Teams.

To use a shared template, your colleagues just need to save the .oft file to their own computer (ideally in their default templates folder) and access it using the same "Choose Form" method.

Use Quick Parts for Smaller, Reusable Content Blocks

Sometimes you don't need a full email template, but just a reusable paragraph, sentence, or formatted table. For this, Outlook's Quick Parts feature is perfect. It allows you to save "building blocks" of content that you can insert into any email.

To create a Quick Part, highlight the text or item you want to save in an email draft, go to the Insert tab, click Quick Parts, and choose Save Selection to Quick Part Gallery.... To use it later, just click the Quick Parts button and select your saved block from the gallery.

How To Save An Email As A Template In Outlook FAQ

Can I save an email I've already received as a template?

Yes. Open the email you received. Click the Forward button. This will open the email content in a new message window. From there, delete the forwarding information (the "FW:" in the subject and the header block with the original sender's details). Then, follow the standard steps: File > Save As > Outlook Template (*.oft).

Does this process work on Outlook for Mac?

Yes, the concept is the same, though the menu names can be slightly different. On a Mac, you compose your new email, then go to File > Save as Template from the top menu bar. This will save it as an .emltpl file, which is the Mac equivalent of an .oft file.

How do I edit an email template after I've saved it?

To edit a template, you must open the template file itself, not create a new message from it. Navigate to the folder where you saved your .oft file (e.g., %appdata%\Microsoft\Templates). Double-click the .oft file to open it in an editable window. Make your changes and then click File > Save to update the template. Do not use "Save As" unless you want to create a new, separate template.

Can email templates include images and hyperlinks?

Absolutely. Any formatting, inline images, and hyperlinks you include in the original email draft will be preserved perfectly when you save it as an Outlook Template. This is ideal for creating templates for newsletters or marketing announcements.

Is there a limit to how many email templates I can have?

There is no practical limit imposed by Outlook on the number of templates you can save. Your only constraint is the storage space on your hard drive, but since .oft files are typically very small (unless they contain large attachments), you can create as many as you need to organize your workflow.

Final Checklist for Saving an Email as a Template in Outlook

Before you finish, run through this quick checklist to make sure your template is set up perfectly for future use.

Check for Personalization: Did you remove any specific names or details and replace them with clear placeholders like [Name]?
Subject Line is Generic: Is the subject line suitable for reuse in multiple situations?
Signature is Correct: Did you intentionally include or remove your email signature before saving?
File Type is Correct: Did you successfully save the file as an Outlook Template (*.oft) and not a standard message file (.msg)?
Location is Known: Do you know where the template file was saved (either the default folder or a custom location)?
Test the Template: Have you tried opening the template via the "Choose Form" menu to ensure it works as expected?

By following this guide, you now have a powerful tool to streamline your email communications, reduce errors, and save valuable time every day.