Common Problems When You Save An Email Template In Outlook

Even with a straightforward process, you can run into a few common issues. Here’s how to troubleshoot them.

Problem: My template isn't saving images correctly.

Sometimes, images appear as broken links or get stripped out. This often happens with copied-and-pasted images. The most reliable method is to use the Insert > Pictures option to embed the image directly into the email body from a file on your computer. Also, ensure the images are in a standard web format like JPG or PNG and are not excessively large files.

Problem: I can't find my saved template in the 'Choose Form' list.

This usually happens for one of two reasons. First, ensure you've selected 'User Templates in File System' from the 'Look In:' dropdown menu; it often defaults to 'Standard Forms Library'. Second, you may have accidentally saved the template to a different folder. To fix this, find your `.oft` file and move it to the correct folder, which you can find by typing `%appdata%\Microsoft\Templates` into the Windows search bar or File Explorer address bar.

Problem: My formatting (fonts, colours) looks different when I send the email.

Email clients all render HTML differently. The recipient's email service (like Gmail or Apple Mail) might not support a fancy font you used. For maximum compatibility, stick to simple formatting and use common, system-safe fonts like Arial, Helvetica, Times New Roman, or Verdana. Always send a test of your template to your own different email accounts (e.g., a personal Gmail account) to see how it looks.

Problem: Outlook adds my signature below the template content.

Outlook is set up to automatically add your default signature to new emails. When you open a template, it treats it as a new email and adds the signature. If your template already includes a signature, you'll end up with two. You can either remove the signature from your template's body or manually delete the extra one before you send the email.

Advanced Tips for Email Templates in Outlook

Once you've mastered the basics, you can use these tips to become even more efficient.

Create a Desktop Shortcut to a Template

For a template you use constantly, you can create a shortcut that opens it directly. Find your saved `.oft` file in the templates folder. Right-click the file and choose 'Send to' > 'Desktop (create shortcut)'. Now, you can double-click that desktop icon to instantly open a new email from your template, bypassing the 'Choose Form' menu entirely.

Add Templates to the Quick Access Toolbar or Ribbon

The fastest way to access your templates is to add a button to the top of your Outlook window.

Share Templates With Your Team

Consistency is key for any business. To share your `.oft` files with colleagues, save them in a shared location that everyone can access, such as a folder in OneDrive, SharePoint, or a network drive. Team members can then either open them from that location or copy them to their own local templates folder for easier access via the 'Choose Form' menu.

Use 'My Templates' on Outlook for the Web

If you primarily use the web version of Outlook, the `.oft` file system won't work. Instead, use the built-in 'My Templates' add-in. In a new email on Outlook.com, click the three-dots menu (...) in the message toolbar, then select 'My Templates'. Here, you can create and save small snippets of text. It's less powerful than desktop templates—it doesn't handle complex formatting or attachments well—but it's excellent for quick, text-based replies.

How To Save An Email Template In Outlook FAQ

Final Checklist for Saving an Email Template in Outlook

Before you close your new template, run through this quick final check to make sure everything is set up for success.