How To Create A Template In Outlook
This guide explains how to approach how to create a template in outlook, including the preparation, practical steps, common mistakes, and final checks that help you finish with confidence.
Before You Start
Step-by-Step Instructions
Quick Reference
Common Problems When You Create a Template in Outlook
My Template Opens for Editing Instead of Creating a New Email
This happens if you double-click the .oft file directly from Windows Explorer. Double-clicking a template file is designed to create a new message based on it. To edit the template itself, you need to open it differently. Navigate to the folder where your templates are saved (usually `C:\Users\YourUsername\AppData\Roaming\Microsoft\Templates`), right-click the file, and choose "Open". This will open the template in an editable mode. After making changes, just click "Save".
I Can't Find the "User Templates in File System" Option
This is a common frustration. Remember the exact path in Outlook: New Items > More Items > Choose Form... and then changing the "Look In:" dropdown. If it's genuinely missing, it could be an issue with your Outlook profile. A simple workaround is to save your .oft template file to your Desktop instead of the default folder. You can then just double-click the file on your Desktop to open a new pre-filled email whenever you need it.
My Formatting (Fonts and Colours) Looks Wrong for the Recipient
Email formatting can be tricky, as different email clients (like Gmail or Apple Mail) display HTML differently. What looks perfect in your Outlook might look broken to someone else. To avoid this, stick to standard, web-safe fonts like Arial, Verdana, or Times New Roman. Avoid using complex layouts, background images, or obscure fonts. The simpler the formatting, the more likely it is to look the same everywhere.
Advanced Tips for Outlook Templates
Use Quick Parts for Smaller Reusable Blocks
Sometimes you don't need a whole new email, just a reusable paragraph, table, or set of instructions. For this, Quick Parts are perfect. Simply highlight the content you want to save within an email draft, go to the Insert tab, click Quick Parts > Save Selection to Quick Part Gallery..., and give it a name. To use it, just place your cursor in any email, go back to the Quick Parts menu, and click your saved block to insert it.
Pin Templates to Your Taskbar for Fast Access
For your most-used templates, you can create a shortcut that lives on your Windows taskbar. First, find your saved .oft file in File Explorer. Right-click and drag it to your desktop, and choose "Create shortcuts here". Next, right-click and drag this new desktop shortcut onto the Outlook icon that's pinned to your taskbar. It will now be "pinned" to Outlook's jump list. Clicking it will instantly open a new email from that template, saving you several clicks.
Share Your Templates with Your Team
Because .oft files are just normal files, they are easy to share. The best method for teams is to save the master templates to a shared network drive or a SharePoint/Teams folder that everyone can access. Team members can then open the templates from that central location. This ensures everyone is using the most up-to-date version. If you update the template in the shared folder, everyone gets the update instantly.
How To Create A Template In Outlook FAQ
Can I create email templates in the Outlook web version?
Yes, but the feature is different. The web version uses "My Templates," which you can find under the "More options" (...) menu in a new message. It's great for saving and inserting blocks of text but is more limited than desktop templates. It cannot store pre-set attachments or complex formatting in the same way an .oft file can.
Where are Outlook templates stored by default?
On a Windows computer, Outlook saves templates in a hidden user folder. The easiest way to get there is to copy and paste this path into your File Explorer address bar and press Enter: %appdata%\Microsoft\Templates. This is the "User Templates in File System" location that Outlook looks in.
Can my template include my email signature?
Yes. When you create a new email from a template, Outlook will usually add your default signature automatically at the bottom, just as it does for any new message. If you want a specific signature to be part of the template itself (perhaps for a different role), you can manually insert it into the template body before you save it as an .oft file.
Is there a limit on how many templates I can create?
No, there is no limit set by Outlook on the number of templates you can have. Your only real limitation is the storage space on your hard drive. It's good practice to give your templates clear, logical names so you can manage them easily as your collection grows.