How Do I Create An Email Template In Outlook

Creating an email template in Outlook saves you from typing the same message over and over again. This is a huge time-saver for anyone who sends regular reports, customer service replies, project updates, or any other kind of repetitive email. This guide will walk you through creating, saving, and using your own custom templates directly within the Outlook desktop app. It’s a built-in feature, so you won’t need any special add-ins or extra software. We'll cover everything from the basic steps to advanced tips for making your workflow even more efficient.

Fast Answer

To Create a Template: Open a New Email, write your message, then go to File > Save As. Change the 'Save as type' to Outlook Template (*.oft).
To Use a Template: Go to New Items > More Items > Choose Form. In the 'Look In' dropdown, select User Templates in File System and pick your template.

5-10 minutes Time needed

Easy Difficulty

Local storage Watch out for

Before You Start

Microsoft Outlook Desktop App: This feature is only available in the full desktop versions of Outlook for Windows and macOS. It is not available in the Outlook web app (Outlook.com) or the mobile apps for iOS and Android.
Your Template Content: Have the text, subject line, and any standard files you want to attach ready. This could be a weekly report shell, a welcome message for new clients, or a response to a common query.

Check first: Email templates are saved as files on your computer's hard drive. They do not automatically sync between your work computer and your home laptop. If you need to use a template on multiple devices, you'll need to share the template file manually (e.g., via OneDrive).

Step-by-Step Instructions

Step 1: Compose Your Master Email

The first step is to create the email that you want to save as your template. Don't worry about who you're sending it to for now; leave the 'To', 'Cc', and 'Bcc' fields blank.

Click the New Email button on the Home tab in Outlook to open a blank message window. Write the body of your email exactly as you want it to appear each time you use the template. You can format the text, add bullet points, insert tables, and include images just like a normal email.

A great practice is to use clear placeholders for information that will change each time. For example, instead of writing a specific name, use something like [Client Name] or [Report Date]. This makes it easy to find and replace the unique details later.

      Use clear placeholders like [Client Name] to make your template easy to customise later.

Step 2: Add a Subject Line and Standard Attachments

Your template can also save the subject line and any files you frequently attach. This is incredibly useful for things like sending a weekly report where the subject is always "Weekly Performance Report" and you always attach the same company overview PDF.

Fill in the Subject field with the text you want to use. Again, you can use placeholders if part of the subject will change, for example, "Project Update for [Project Name] - Week Ending [Date]".

To add an attachment, click the Attach File button in the ribbon and browse for the file you want to include. This file will be saved as part of the template itself, so you won't have to hunt for it every time.

Tip: Don't add a signature to the body of your email when creating the template. Outlook will usually add your default signature automatically when you open the template to create a new message. Including it in the template can lead to duplicated signatures.

Step 3: Save as an Outlook Template (.oft) File

This is the most important step. Instead of sending or saving a draft, you will save the message as a special template file.

In the message window, click the File tab in the top-left corner. Then, select Save As. A file explorer window will appear. Below the file name box, you'll see a 'Save as type' dropdown menu. Click it and change the type from the default 'Outlook Message Format' to Outlook Template (*.oft).

When you select this option, Outlook will automatically change the save location to its default Templates folder. This is a hidden folder on your computer, but it's where Outlook looks for templates by default, so it's best to save it there. Give your template a memorable name (e.g., "Weekly Client Report" or "New Enquiry Response") and click Save. You can now close the original email message window; Outlook may ask if you want to save changes, but you can say no, as you've already saved the .oft file.

Step 4: Locate and Use Your New Template

Now that your template is saved, you need to know how to use it. This process is a bit hidden, which is why many people don't know it exists.

From the main Outlook window (not a new message window), go to the Home tab. Click on New Items, then hover over More Items, and finally click on Choose Form....

      The path to your templates is buried under New Items > More Items > Choose Form.

A new window called 'Choose Form' will open. At the top, there is a 'Look In:' dropdown menu. Click it and select User Templates in File System. You should now see the template file you saved earlier. Select it and click Open.

Step 5: Customise and Send Your Message

When you open the template, Outlook creates a brand new, unsent email that is an exact copy of what you saved. Your original template file remains untouched and ready to be used again.

You can now fill in the 'To', 'Cc', and 'Bcc' fields. Go through the body and subject line to replace any placeholders like [Client Name] with the correct information. Once you're happy with the message, simply click Send as you would with any other email.

Tip: Use the Ctrl+F (Find) keyboard shortcut to quickly search for your placeholders (like "[") to ensure you don't miss any before sending.

Step 6: Pin Templates for Faster Access

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

To do this, go to File > Options > Quick Access Toolbar. In the 'Choose commands from:' dropdown, select All Commands. Scroll down the list until you find Choose Form.... Select it, click the Add >> button in the middle, and then click OK. Now you'll have a new icon at the top of Outlook that takes you directly to the 'Choose Form' window in one click.

Quick Reference

Situation	Use this	Why
Sending a complex, multi-paragraph weekly report.	Outlook Template (.oft file)	Saves the entire email, including subject, body, formatting, and attachments. Ideal for complete messages.
Reusing a single paragraph, like a legal disclaimer or a standard instruction set.	Quick Parts (Building Blocks)	Allows you to insert pre-saved snippets of text or images into any email without replacing the whole message.
Starting a new project email that always needs to be categorised and flagged.	Quick Steps	Can be configured to open a template, set a category, flag for follow-up, and move the sent item to a folder, all in one click.

Common Problems When You Create An Email Template In Outlook

Even though the process is straightforward, a few common issues can trip you up. Here’s how to solve them.

"I can't find my saved template"

This usually happens if you didn't save the template in the default location. When you use the 'Choose Form' dialog, it looks in a specific folder. If your template isn't there, it won't appear. The best fix is to re-save the template, making sure that when you select 'Outlook Template (*.oft)' as the file type, you do not change the folder location that Outlook automatically suggests. If you need to find an existing template, you can also click 'Browse...' in the 'Choose Form' window to navigate to wherever you saved the .oft file.

"Images in my template appear as broken links or red Xs for the recipient"

This is a common issue with images in emails. There are two ways images are included: linked and embedded. If you copy and paste an image from a website, it might be linked to its online source. If that source goes offline or is blocked by the recipient's email security, the image won't show. The most reliable method is to use the Insert > Pictures option in Outlook to embed the image directly into the email. This makes the email file size larger but greatly increases the chance it will display correctly for everyone.

"When I double-click my .oft file, it opens the template for editing, not a new email"

This is expected behaviour. Double-clicking an .oft file in Windows Explorer or on your desktop opens the master template itself, allowing you to edit it. To use the template to create a new message, you must open it from within Outlook using the Choose Form method described in Step 4. This action tells Outlook to create a copy, leaving your master template safe.

"My templates are not available on my other devices"

As mentioned earlier, .oft files are stored locally. They are not part of your email account's cloud data. The best workaround for this is to save your .oft template files in a cloud-synced folder like OneDrive or Dropbox. On another computer, you can still use the `Choose Form > Browse...` function to navigate to your OneDrive folder and open the template. It's an extra step, but it ensures you have access to your templates anywhere.

Advanced Tips for Email Templates in Outlook

Once you've mastered the basics, you can use these advanced techniques to become even more productive.

Use Quick Parts for Reusable Snippets

Sometimes you don't need a whole new email, just a reusable piece of content like a product description, a set of instructions, or a detailed signature block. This is where Quick Parts come in.

To create one, type out the text or insert the table/image you want to reuse into an email. Select it, then go to the Insert tab, click Quick Parts, and choose Save Selection to Quick Part Gallery.... Give it a name, and now you can insert that block of content into any email with just two clicks from the same Quick Parts menu. This is more flexible than a full template for modular content.

Combine Templates with Quick Steps for Automation

Quick Steps are custom, one-click actions you can create in Outlook. You can create a Quick Step that uses an email template. For example, you could create a "New Client Welcome" Quick Step that:

1. Opens your "Client Welcome" template.
2. Automatically Cc's your manager.
3. Assigns the 'Clients' category to the message.
4. Flags it for follow-up in three days.

You can set this up in the Home tab by clicking the small arrow in the corner of the Quick Steps gallery and selecting New Quick Step > Custom. This combines the power of templates with other Outlook actions for true workflow automation.

Share Templates with Your Team

To ensure brand consistency, you can create a set of standard templates for your whole team. Save all the finalised .oft files into a shared network drive or a folder in a SharePoint or Microsoft Teams library. Instruct your colleagues to use the `Choose Form > Browse...` method to navigate to this shared folder to access the official templates. This ensures everyone is sending out the same, approved messaging for common situations.

How Do I Create An Email Template In Outlook FAQ

How do I edit an existing Outlook template?

To edit a template, you need to open the original .oft file. The easiest way is to use the `Choose Form` dialog, select your template, but instead of clicking 'Open', look at the file path shown at the bottom. Navigate to that folder in Windows Explorer and double-click the .oft file. This will open it in an editable mode. Make your changes, then go to `File > Save` to overwrite the old template. Close the window, and your template is now updated.

Can I create email templates in Outlook for Mac?

Yes, the process is very similar. Compose a new email, then go to `File > Save as Template`. Give it a name and save it. To use it, go to `File > New > Email from Template`, and you can select the template you saved. The core concept is the same, though the menu names differ slightly.

What is the difference between an Outlook template and a signature?

A signature is a small block of text and images that is automatically appended to the end of your emails. It's for your contact information and branding. An email template is a complete email message—including the subject line, main body content, and attachments. You use a signature for every email, but you use a template for specific types of emails you send repeatedly.

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

No, there is no practical limit imposed by Outlook. You can create as many .oft template files as you need. However, for organisational purposes, it's a good idea to use clear, descriptive filenames so you can easily find the one you need.

Final Checklist for Creating an Outlook Email Template

Start Fresh: Begin by composing a new, blank email message.
Add All Content: Write your subject line and body text, using clear placeholders like [Name] for parts that will change.
Attach Standard Files: If the email always includes a specific document, attach it now.
Save Correctly: Use File > Save As and change the 'Save as type' to Outlook Template (*.oft).
Use the Right Path: To use the template, go to New Items > More Items > Choose Form and select it from 'User Templates in File System'.
Test It Once: Send a test version of the template to yourself to ensure all formatting, images, and attachments appear correctly.
Optimise Your Access: For frequently used templates, add the 'Choose Form' command to your Quick Access Toolbar to save time.