How To Create A Template In Outlook

Creating a template in Outlook allows you to save a pre-written email that you can reuse anytime, saving you from typing the same message over and over. This is perfect for frequent responses, project updates, or any communication that follows a standard format. This guide will walk you through creating, saving, and using email templates in both the Outlook desktop application and the web version, ensuring you can work more efficiently and consistently.

Fast Answer

Action: Open a New Email, write your content, then go to File > Save As.
File Type: In the 'Save as type' menu, select Outlook Template (*.oft).

5-10 Minutes Time needed

Beginner Difficulty

File format Watch out for

Before You Start

Microsoft Outlook Account: You will need access to either the Outlook desktop application (part of Microsoft Office/365) or the free Outlook on the Web.
Template Content: Have an idea of the subject line and body text you want to include in your template. This will make the process quicker.
Version Awareness: Know which version of Outlook you are using. The steps for the classic desktop app are different from the newer "My Templates" feature used in Outlook on the Web and the new Outlook for Windows.

Check first: Templates created in the desktop app as .oft files are saved locally on your computer. They will not automatically sync to your other devices or be available in the web version. Web templates, however, are saved to your account and are accessible from any browser.

Step-by-Step Instructions

We'll cover the two main methods for creating templates: the first for the traditional Outlook desktop application and the second for Outlook on the Web (and the newer desktop app). Follow the section that matches the version you use.

Method 1: For the Outlook Desktop Application

Start a New Email Message

Open the Outlook desktop application on your computer. In the top-left corner of the Home tab, click the New Email button to open a blank message window. This is the canvas where you will build your template.

Compose Your Template Content

Now, write the email exactly as you want the template to appear. Fill in the Subject line and the main body of the message. You can apply formatting like bold text, bullet points, and different font sizes. If this template is for a weekly report, for example, your subject could be "Weekly Report - [Project Name]" and the body could contain the standard headings you use every week.

Tip: Consider adding placeholders in the text for information that will change each time you use the template. Use clear markers like [Client Name], [Date], or [Insert Link Here] so you can quickly find and replace them later.

Optionally Add Attachments

If your template should always include a specific file, such as a brochure, a form, or a standard price list, you can attach it now. Click the Attach File button in the ribbon and select the file from your computer. Be aware that this attaches a copy of the file at that moment; if the original file is updated later, the template will still contain the old version.

Save the Message as a Template File

With your content ready, do not click 'Send'. Instead, go to the File tab in the top-left of the message window. From the menu that appears, select Save As. This opens a dialogue box to save the file to your computer.

Choose the Correct File Type

This is the most important step. In the 'Save As' window, click the dropdown menu next to Save as type. From the list of options, you must select Outlook Template (*.oft). When you select this, Outlook should automatically change the save location to the default Microsoft Templates folder on your computer. It's best to leave it here so Outlook can find it easily later.

Name and Save Your Template

In the File name field, type a clear and descriptive name for your template, such as "Monthly Client Check-in" or "New Project Welcome". Click the Save button. You can now close the original email message window; Outlook may ask if you want to save changes, but you can safely click 'No' as you've already saved the template version.

How to Use Your New Desktop Template

To use your saved template, go to the Home tab in the main Outlook window. Click New Items > More Items > Choose Form.... In the 'Choose Form' window, change the 'Look In:' dropdown at the top to User Templates in File System. Your saved template should appear in the list. Select it and click Open to create a new email from your template.

Method 2: For Outlook on the Web (and New Outlook)

Start a New Message Online

Log in to your Outlook account at Outlook.com or open the 'New Outlook' for Windows application. Click the New mail button to open a new message composition pane.

Access the "My Templates" Add-in

In the new message window, look for the toolbar at the bottom (or top) of the composition pane. Click the More apps icon (it often looks like a grid or three dots). From the menu that appears, select My Templates. A new panel will open on the right-hand side of your screen.

Create a New Web Template

In the 'My Templates' panel, you will see a few default examples. To create your own, click on + Template. This will open a small editor where you can build your new template.

Enter a Title and Body Content

First, give your template a short, clear title. This is the name you'll click on in the template list, so make it easy to identify (e.g., "Follow-up Email"). Below the title, type or paste the body of your email. You can use the formatting tools to add bold, italics, and lists. Unlike the desktop version, you cannot add a subject line or attachments directly into a 'My Templates' entry.

Tip: The 'My Templates' feature is best for reusable blocks of text or simple emails. It has a size limit (around 32KB total for all templates), so avoid very long or complex content.

Save and Use Your Web Template

Once you are happy with the content, click the Save button. Your new template will now appear in the 'My Templates' list. To use it, simply click on its title in the list, and Outlook will automatically insert the text into the body of your current email. You can then add a subject line, recipients, and any attachments before sending.

Quick Reference

Situation	Use this	Why
You use the classic Outlook desktop app and need complex templates with attachments.	Outlook Template (.oft file)	This method supports rich formatting, subject lines, and pre-attached files, but is stored locally on one computer.
You use Outlook on the Web or switch between computers often.	My Templates Add-in	These templates are stored in your account and are accessible from any browser, making them ideal for text-based responses on the go.
You just need to reuse a single paragraph or a small block of text.	Quick Parts (Desktop only)	Quick Parts are designed for smaller, reusable content snippets that you can insert into any email, rather than being a full email draft.

Common Problems When You Create A Template In Outlook

I can't find my saved .oft template.

This usually happens because the path to find them is not intuitive. To use your template, you must go through New Items > More Items > Choose Form... and then select "User Templates in File System" from the dropdown menu. If you saved it elsewhere, you'll need to browse to that folder manually. The default location is usually `C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates`.

My email signature isn't appearing with the template.

Outlook's default behaviour is to add your signature to new messages, but using a template can sometimes override this. There are two solutions. The simplest is to ensure your signature is manually written or pasted into the template body before you save it as an .oft file. Alternatively, after you open the template to create a new email, you can go to the Insert tab and click Signature to add it manually.

The "My Templates" add-in is missing on Outlook Web.

If you are using a work or school account, your organisation's IT administrator may have disabled certain add-ins, including 'My Templates'. If you cannot find it by clicking the three dots ('...') in a new message, you may need to contact your IT support department to ask if it can be enabled for your account.

Advanced Tips for Outlook Templates

Create a Desktop Shortcut for Quick Access

For `.oft` templates you use constantly, you can create a shortcut. Find the `.oft` file in its save location, right-click it, and select Send to > Desktop (create shortcut). Now, whenever you double-click that shortcut on your desktop, Outlook will immediately open a new email based on that template, saving you several clicks.

Use Quick Parts for Smaller, Reusable Snippets

Sometimes you don't need a whole email template, just a reusable paragraph or phrase. For this, the Outlook desktop app has Quick Parts. To create one, highlight the text you want to save in an email draft, go to the Insert tab, click Quick Parts, and choose Save Selection to Quick Part Gallery. You can then insert this snippet into any future email from the same menu.

Share Your Templates with Your Team

Since `.oft` files are just regular files, you can easily share them with colleagues. Simply attach the `.oft` file to an email or place it on a shared network drive. Your colleague can then save it to their own Outlook Templates folder. This is a great way to ensure brand consistency and share best practices for standard communications within a team.

How To Create A Template In Outlook FAQ

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

A signature is a small block of text and images (like your name, title, and contact details) that Outlook can automatically add to the bottom of every email you send. A template is a complete email draft—including the subject line, body text, formatting, and even attachments—that you manually choose to use for specific situations.

Can I edit an Outlook template after I've saved it?

Yes. To edit an `.oft` template, you need to open the template file itself, not just use it to create a new email. Navigate to the Templates folder, right-click the `.oft` file, and choose Open. This opens the template in an editable mode. Make your changes and then click File > Save. For 'My Templates' on the web, simply click the pencil icon next to the template in the add-in pane to edit and save it.

Can you create an email template in the Outlook mobile app?

Currently, the official Outlook mobile apps for iOS and Android do not support creating or using `.oft` files or the 'My Templates' add-in. This functionality is limited to the desktop and web versions of Outlook. You can, however, save drafts on mobile if you need to reuse a message in the short term.

Final Checklist for Creating an Outlook Template

Identify Your Platform: Confirm if you are using the desktop app (for .oft files) or the web app (for My Templates).
Compose the Full Message: Write your subject line and body text, including any standard formatting and links.
Use Placeholders: Add clear markers like [Name] for parts of the email that need to be customised each time.
Save Correctly: For desktop, ensure you select "Outlook Template (*.oft)" from the 'Save as type' dropdown menu. For web, use the "+ Template" button in the My Templates add-in.
Name it Sensibly: Give your template a clear, descriptive name so you can easily find it later.
Test Your Template: Open a new email using your template to make sure it looks and works exactly as you intended before you start using it for real communications.