How To Save An Email Template In Outlook

Learning how to save an email template in Outlook is a smart move for anyone who sends similar emails often. This guide shows you exactly how to create and save a reusable email form, called an Outlook Template (.oft file). By following these steps, you'll save time, ensure your messages are consistent, and avoid retyping the same information repeatedly. This skill is helpful for customer service, regular reports, or even just personal messages you send often.

Fast Answer

Key File Type: .oft (Outlook Template)
Main Action: File > Save As > Outlook Template

5-10 minutes Time needed

Easy Difficulty

Saving wrong file type Watch out for

Before You Start

You need access to a desktop version of **Microsoft Outlook**. The steps might be different for web-based Outlook or other email programs.
Have a clear idea of the **email content** you want to save. This includes the subject, body text, any standard formatting, and attachments you want to include every time.
Make sure your Outlook program is **up to date**. While the core feature is stable, updates can sometimes change menu layouts slightly.

Check first: Ensure you're using the desktop version of Outlook (e.g., Outlook 365, Outlook 2019, 2016). The web version (Outlook.com) has its own "My Templates" feature, which works differently and saves templates online, not as local .oft files. This guide focuses on the desktop application.

Step-by-Step Instructions

Step 1: Open Outlook and Start a New Email

To begin, open the Microsoft Outlook application on your computer. Once it's open, you need to start a brand new email message. You can usually do this by clicking on the **"New Email"** button, which is often located in the top-left corner of the Outlook window, typically in the "Home" tab.

This will open a blank email composition window. Think of this as your canvas where you'll design your perfect template. Don't worry about who you're sending it to; you won't actually be sending this email, only saving its contents.

Tip: You don't need to fill in the "To," "Cc," or "Bcc" fields for a template. These will be blank when you use the template later, ready for you to add recipients. Focus only on the content you want to reuse.

Step 2: Compose Your Email Template Content

Now, it's time to create the content of your template. This is where you put everything you want to appear in your reusable email. Carefully type out the subject line, which should be clear and descriptive for future use. For example, "Weekly Update Request" or "New Client Welcome."

In the body of the email, write all the standard text you typically include. This could be a greeting, specific information, instructions, or a closing. Use **formatting** like bold text, italics, bullet points, or numbered lists to make your template easy to read. You can also insert images, company logos, or your signature if you want them to be part of the template every time. Ensure all the information is generic enough to be reused, or include placeholders (like `[Client Name]`) that you can easily fill in later.

Tip: If you frequently attach the same file (like a price list or a company brochure), you can attach it to the email at this stage. When you save the email as a template, these attachments will be saved within the template and automatically included every time you use it.

Step 3: Access the "Save As" Option

Once your email content is exactly how you want your template to look, you need to save it. Do not click "Send"! Instead, look for the **"File"** tab in the top-left corner of the email composition window. Click on "File."

This will open a menu with several options. From this menu, you need to select **"Save As."** This option allows you to save the current email in different formats and locations, which is exactly what we need to do to create a template.

Watch out: Do not click the small "Save" icon (often a floppy disk symbol) on the quick access toolbar. That typically saves the email as a draft message within your mailbox, not as a standalone template file. Always go through "File" then "Save As."

Step 4: Choose the "Outlook Template" File Type

After clicking "Save As," a "Save As" dialog box will appear. This box asks you where you want to save the file and what name you want to give it. The most important step here is to select the correct file type for your template.

Look for the **"Save as type:"** dropdown menu. Click on it to see a list of different file formats. Scroll through the list until you find and select **"Outlook Template"** or **"Outlook Template (*.oft)"**. This specific file type is what tells Outlook that this saved file is meant to be a reusable email template.

Tip: The default save location for Outlook Templates is usually a hidden system folder. While you can save it there, it's often easier to save your templates in a more accessible place, like a dedicated "Email Templates" folder within your "Documents" folder, so you can find them easily later.

Step 5: Name Your Template and Choose a Save Location

Now that you've selected the correct file type, you need to give your template a useful name. In the **"File name:"** box, type a descriptive name that will help you remember what the template is for. For example, "Monthly Newsletter Template," "Client Follow-up Template," or "Meeting Agenda Request." A good name makes it much faster to find and use your template later.

Next, choose where you want to save the template. As mentioned in the previous tip, while Outlook has a default folder, you might prefer to navigate to a folder that's easier for you to access, such as your **"Documents" folder** or a subfolder specifically created for your templates. Click the **"Save"** button once you've named your template and chosen its location.

After clicking "Save," you can close the email composition window without saving any changes (since you've already saved it as a template). Your template is now successfully created!

Step 6: Access and Use Your New Template

With your template saved, the next step is to learn how to open and use it to send new emails. There are a few ways to do this, depending on where you saved your template:

From the "New Items" Menu (if saved in default location):
- In Outlook, go to the **"Home"** tab.
- Click on **"New Items"**.
- Hover over **"More Items"**, then select **"Choose Form..."**.
- In the "Choose Form" dialog box, select **"User Templates in File System"** from the "Look In" dropdown menu.
- Find your template in the list, select it, and click **"Open"**.
By double-clicking the .oft file (if saved in a custom location):
- Open **File Explorer** (or My Computer) and navigate to the folder where you saved your template (e.g., your "Documents" folder).
- **Double-click** the **.oft file** (e.g., "Client Follow-up Template.oft").

Either method will open a new email message with all the pre-filled subject, body text, formatting, and attachments from your template. From there, you can add recipients, make any necessary small changes, and then click **"Send"** as you normally would.

Tip: Using the "Choose Form" method is helpful if you save templates in Outlook's default (often hidden) template folder. If you saved it in a regular folder like "Documents," double-clicking the .oft file is usually quicker.

Step 7: Optional – Create a Desktop Shortcut for Quick Access

If you use a particular template very frequently, creating a desktop shortcut can save you even more time. This allows you to open your template with just a double-click directly from your desktop.

Open **File Explorer** and go to the folder where your Outlook template (.oft file) is saved.
**Right-click** on the **.oft file**.
From the menu that appears, select **"Send to"**, then choose **"Desktop (create shortcut)"**.

A shortcut to your template will now appear on your desktop. Double-clicking this shortcut will immediately open a new email based on your template, ready for you to customize and send.

Step 8: Optional – Edit an Existing Outlook Template

Sometimes you might need to make changes to a template you've already saved. Maybe you need to update some information, correct a typo, or add a new standard attachment. You can easily edit an .oft file.

Navigate to the folder where your template (.oft file) is saved using **File Explorer**.
**Right-click** on the **.oft file**.
From the context menu, select **"Open with..."** and then choose **"Microsoft Outlook"**. (If Outlook isn't listed, select "Choose another app" and find Outlook).
The template will open as a new email message. Make all the necessary **changes** to the subject, body, or attachments.
Once you're done editing, go to **"File" > "Save As"**.
Ensure **"Outlook Template (*.oft)"** is still selected as the "Save as type."
Navigate to the original save location and **save the file with the exact same name**, overwriting the old version. Confirm you want to replace it when prompted.

This process updates your template with the new information, ensuring that every time you use it in the future, it reflects your latest changes.

Quick Reference

Situation	Use this	Why
Need to create a new template	Start a New Email, compose content, then File > Save As > Outlook Template (.oft)	This saves your email's content and format as a reusable template file on your computer.
Can't find a saved template	Check your Documents folder or the default Outlook Templates folder (usually `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`).	Templates can be saved in custom locations or Outlook's default system folder, which is often hidden.
Template doesn't include standard attachments	Ensure attachments are added to the email before you save it as an Outlook Template.	Outlook Templates save static attachments that are present at the time of saving.
Want to use a template quickly	Double-click the .oft file from File Explorer or a desktop shortcut.	This bypasses Outlook menus and directly opens a new email based on the template.
Need to update a template	Right-click the .oft file, Open with Outlook, make changes, then File > Save As (overwrite existing .oft).	This ensures all future emails based on the template will include your updated information.

Common Problems When You Save An Email Template In Outlook

Even though saving an email template 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.

Problem: Template Opens as a Draft Message, Not a Template

Description: You saved your email, but when you open it, it appears in your Drafts folder or as a regular email that prompts you to save changes when you try to close it, rather than a fresh, new message based on the template.

Solution: This usually happens if you accidentally saved the email as an "Outlook Message Format (.msg)" or simply clicked the small "Save" icon instead of going through "File" > "Save As." The key is to ensure you select **"Outlook Template (*.oft)"** from the "Save as type" dropdown when saving. If you saved it incorrectly, delete the .msg file or draft, and repeat the saving process, being careful to choose the .oft format.

Problem: Saved Template Cannot Be Found

Description: You're sure you saved your template, but you can't find the .oft file anywhere on your computer.

Solution: The most common reason for this is forgetting the save location. When you use "File" > "Save As," the default location for Outlook Templates can be a hidden folder like `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`. Try searching for the file name you gave it using Windows Search. A better practice is to always **save your templates in an easily accessible folder**, such as a dedicated "Email Templates" subfolder within your "Documents" folder, so you always know where they are.

Problem: Attachments Don't Appear in the Template

Description: You included attachments when you composed your template email, but when you open the saved .oft file, the attachments are missing.

Solution: Outlook Templates save static attachments. This means that if you link to a file on a network drive that later becomes unavailable, or if you attach a file that you then delete from its original location, the template might not be able to find it. Ensure that any attachments you want to include are **physically attached** to the email (not just linked) at the moment you save it as an .oft file. If the original file moves or is deleted, you'll need to re-edit the template and re-attach the file.

Problem: Template Content Appears Garbled or Formatting Is Lost

Description: When you open your saved template, some of the text looks strange, images are broken, or the formatting (like bolding or bullet points) is gone.

Solution: This is rare but can sometimes happen with very complex formatting or if the original email content was copied from a website or another program with unusual hidden codes. Try to **simplify your template's formatting** as much as possible. If copying text, paste it as "Plain Text" first, then reapply formatting within Outlook. For images, ensure they are embedded properly. If the problem persists, try creating the template with simpler content first to see if a specific element is causing the issue.

Problem: Outlook Template Doesn't Work in Outlook Web (Outlook.com)

Description: You saved an .oft template in your desktop Outlook, but you can't find or use it when you log into Outlook through a web browser.

Solution: Outlook Templates (.oft files) are **local files** stored on your computer and are specific to the desktop application. They are not automatically synced with the web version of Outlook. Outlook.com has its own "My Templates" feature, which allows you to create and store templates online. If you need templates for both desktop and web, you'll need to create them separately using each platform's respective template features.

Advanced Tips for How To Save An Email Template In Outlook

Once you're comfortable saving basic email templates, you can explore more advanced techniques to make them even more powerful and efficient. These tips can help you streamline your communication even further.

1. Use Placeholders for Custom Information

Instead of leaving blank spaces for information that changes (like a client's name or a specific date), use clear **placeholders**. For example, instead of just "Dear", write "Dear [Client Name]," or for dates, use "[Date of Meeting]". This makes it obvious what information you need to fill in each time you use the template, reducing the chance of forgetting to customize it.

Example: "Thank you for contacting [Company Name]. We will respond within [Number] business days."
Benefit: Improves accuracy and ensures you don't send generic information where specifics are needed.

2. Integrate "Quick Parts" for Reusable Text Blocks

Outlook's "Quick Parts" feature lets you save and reuse specific blocks of text, images, or formatted content within any email, including templates. If your templates share common sections (like a disclaimer, standard closing, or specific instructions), save these as Quick Parts.

Highlight the text you want to save as a Quick Part in your email.
Go to the **"Insert"** tab, click **"Quick Parts"**, then **"Save Selection to Quick Part Gallery"**.
Give it a memorable name.

Now, when you create or use a template, you can insert these Quick Parts with just a few clicks, making template creation and customization faster.

3. Organize Your Templates with a Dedicated Folder Structure

If you create many templates, they can become hard to manage. Create a well-organized folder structure within your "Documents" folder (e.g., "Email Templates" > "Sales," "Email Templates" > "Support," "Email Templates" > "Internal").

Benefit: Keeps your templates easy to find and manage, especially if you have dozens.
Action: Always save your .oft files into these specific folders rather than the default Outlook template location.

4. Share Templates with Your Team

Outlook templates are just files (.oft), which means you can easily share them with colleagues. This is excellent for ensuring consistent communication across a team.

Locate the **.oft file** on your computer.
Attach the .oft file to an email and send it to your team members.
Your colleagues can then save the .oft file to their own Outlook template folder (or a custom folder) and use it just like any other template.

For larger organizations, templates can also be deployed centrally, but emailing the .oft file is perfect for small teams.

5. Use Themes and Stationery for Branding

Outlook allows you to create custom themes or stationery that include specific fonts, colors, and background images. If your company uses specific branding elements, incorporate them into your email stationery first. Then, when you create your template, ensure it uses this stationery.

Benefit: Ensures all your communications, including those based on templates, are consistent with your brand identity.
How: Go to **File > Options > Mail > Stationery and Fonts**. Customize your "Personal Stationery" and set it as default, then create your template.

6. Automate with Quick Steps (for specific scenarios)

For even more advanced users, Outlook's "Quick Steps" feature can combine several actions into one click, including creating an email based on a specific template. While not directly about saving templates, it's about using them more efficiently.

In the **"Home"** tab, find the "Quick Steps" group.
Click **"Create New"**.
Choose an action like **"New Message"** and select your template. You can also add other actions like sending it to a specific person or marking it for follow-up.

This creates a button in your Quick Steps gallery that, when clicked, will open your template and perform other predefined actions.

How To Save An Email Template In Outlook FAQ

Q1: What is an Outlook Template (.oft file)?

An Outlook Template, or .oft file, is a special file format used by Microsoft Outlook to save the content, formatting, and attachments of an email message so that it can be reused multiple times. It acts as a blueprint for new emails, saving you from typing the same information repeatedly.

Q2: Can I include attachments in my Outlook template?

Yes, you can absolutely include attachments in your Outlook template. Any files you attach to the email before saving it as an .oft file will be saved within the template. When you open the template later, those attachments will automatically be present in the new email message.

Q3: Where are Outlook templates saved by default?

By default, Outlook templates are usually saved in a specific system folder, which is often hidden. The path typically looks like this: `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`. However, you can choose to save your .oft files in any folder you prefer during the "Save As" process, which often makes them easier to find and manage.

Q4: How do I share an Outlook template with colleagues?

Since an Outlook template is just a file (.oft), you can share it like any other document. Simply locate the .oft file on your computer, attach it to an email, and send it to your colleagues. They can then save the file to their own computer and open it with Outlook to use it.

Q5: Can I use Outlook templates on Outlook for the web (Outlook.com)?

No, .oft files (Outlook Templates) are specific to the desktop version of Microsoft Outlook and cannot be directly used or opened in Outlook for the web (Outlook.com). Outlook.com has its own built-in feature called "My Templates" (also known as "Responses") which allows you to create and store templates that are accessible from your web browser. You would need to create separate templates for each platform if you use both.

Q6: What's the difference between saving an email as a draft and saving it as a template?

Saving an email as a **draft** (`.msg` file or kept in your Drafts folder) means it's an unfinished email intended for a specific recipient, which you'll typically send once. Saving an email as a **template** (`.oft` file) means you're creating a reusable blueprint. When you open an .oft file, it generates a *new*, unsent email based on the template, leaving the original template file untouched for future use.

Q7: Can I password-protect an Outlook template?

Outlook templates themselves do not have a built-in password protection feature. If you need to secure the content of a template, you would need to store the .oft file in a password-protected folder on your computer, or convert the critical content into a password-protected document (like a Word document) and attach that to the template instead.

Final Checklist for How To Save An Email Template In Outlook

Before you consider your template complete and ready for action, run through this quick checklist to ensure everything is set up for success and easy future use.

Template Created as .oft File: Double-check that your email was saved with the **.oft** file extension. This is crucial for it to function as a true Outlook template.
Content Accuracy Checked: Read through your saved template's subject, body text, and any included attachments. Make sure all information is correct, up-to-date, and free of typos.
Formatting Intact: Verify that all your desired formatting (bolding, italics, bullet points, colors, etc.) has been preserved in the saved template.
Attachments Confirmed: If your template includes standard attachments, open the .oft file once to ensure all attachments are present and open correctly.
Template Location Known: You know exactly where you saved the .oft file. Is it in an easy-to-access custom folder, or do you know how to navigate to the default Outlook Templates directory?
Test Run Completed: Open your template, fill in any necessary placeholders, and send a test email to yourself or a trusted colleague. This verifies that the template works as expected from start to finish.
Naming Convention Clear: Is the template file name clear and descriptive? A good name makes it easy to identify the template's purpose at a glance.
Considered Advanced Features: Have you thought about using placeholders or integrating Quick Parts for even greater efficiency, especially if you have many similar templates?
Sharing Prepared (If Needed): If you plan to share this template with others, have you prepared the .oft file for easy distribution to your team?

By following these steps and checking off this list, you'll be able to confidently save and effectively use email templates in Outlook, significantly boosting your productivity and ensuring consistent communication.