How To Create An Email Template In Outlook

This guide shows you how to create an email template in Outlook so you can send consistent, professional messages in seconds. You will learn the full process for new Outlook, classic Outlook, and Outlook on the web, plus how to edit, delete, and reuse your saved templates. The main caution is that the exact menu path changes depending on which Outlook version you use, so check your screen before you start.

Fast Answer

Open a new message, build your content, then save as template: Go to File > Save As > Outlook Template (.oft) in classic Outlook, or use the Insert > My Templates pane in new Outlook.
Use your template: Start a new message, select My Templates or Insert > Outlook Template File, then pick your saved design.

5-10 minutes Time needed

Easy Difficulty

Menu names vary by Outlook version Watch out for

Before You Start

A PC or Mac with Outlook installed, or access to Outlook on the web via a browser.
Your work or personal Microsoft account, plus a mailbox that is already configured in Outlook.
If you want to test the template before using it in real emails, have a second email address handy (your own other account works fine).
Confirm which version of Outlook you are using. Look at the top-left corner: new Outlook shows a simple ribbon with "New Mail" on the top left; classic Outlook shows "File" on the top left. Outlook on the web shows the word "Outlook" in the top-left, near your profile icon.
Plan the email content you want to reuse. Common examples include a weekly status update, a response to common customer questions, an internal meeting request note, or a holiday out-of-office message.

Check first: The most common mistake is looking for the "Save as Template" button in the ribbon. It is not there. In classic Outlook, the template is saved through the File menu, not the Home ribbon. In new Outlook and Outlook on the web, the "My Templates" pane may need to be pinned open from the ribbon before you can save your first template.

Step-by-Step Instructions

Identify Your Outlook Version and Open a New Message

Before you create anything, you need to know which interface you are working with. The steps that follow work across all versions, but the menu names differ slightly.

For classic Outlook on Windows, click New Email in the Home ribbon. For new Outlook on Windows or Mac, click New Mail in the top-left corner. For Outlook on the web, open your browser, go to outlook.com or your work webmail, and click New Mail in the top-left.

Tip: If you use multiple Outlook versions on different devices, create your template once in the version you use most. You can then copy the content to the other versions rather than rebuilding everything.

Build the Email Body You Want to Reuse

Type the message content exactly as you want it to appear every time you use the template. Leave the To, CC, and Subject fields either empty or filled with a default value that you will replace later.

Use the formatting tools in the message window to set your font, colours, headings, bullet points, and any images or logos you want in the template. These formatting choices are saved as part of the template, so take a moment to make it look professional.

For example, if you often send weekly progress updates, write the full body with placeholders like [Week Number], [Project Name], and [Milestones]. You can use the find-and-replace tool later to swap those placeholders with real data.

Warning: Do not press Send yet. If you send the message now, you lose the chance to save it as a reusable template. You must save it first.

Save Your Message as a Template in Classic Outlook

On a Windows PC with classic Outlook, click File in the top-left of the message window, then click Save As. In the "Save As" dialog box, change the "Save as type" dropdown from "Outlook Message Format" to Outlook Template (*.oft).

Choose a location that makes sense for your workflow. The default folder is often the AppData Templates folder, which Outlook will show in the "Choose Form" dialog later. Give the file a clear name such as "Weekly_Status_Update.oft" or "Customer_Follow_Up.oft". Click Save.

On a Mac with classic Outlook, the process differs. Click File > Save As and choose Outlook Template from the format dropdown, then name and save your file.

Tip: Save templates in a dedicated folder outside the default location if you plan to back them up or share them with colleagues. A simple folder like Documents/Outlook Templates works well.

Save Your Message as a Template in New Outlook

In the new Outlook for Windows or Mac, the ribbon at the top of the message window has a tab called Insert. Click the Insert tab, then look for the My Templates button, usually in the "Include" or "Text" group, depending on your screen width.

Click My Templates, and a side panel will open on the right side of the message window. At the top of that panel, click the large + Template button. A text field appears; paste or type the entire message body you prepared, give the template a short, recognisable name, and press Save.

The template is now stored in your My Templates pane and synced through your Microsoft account, which means it will appear on other devices where you use new Outlook or Outlook on the web.

Tip: The My Templates panel stays open while you compose an email. You can pin it in place by clicking the small pin icon in the top-right of the panel so it does not close automatically.

Save and Manage Templates in Outlook on the Web

Outlook on the web (the browser version) uses the same My Templates feature as new Outlook, but the menu path is slightly different. Start by clicking New Mail in the top-left corner. With the message window open, click My Templates in the ribbon at the top. The exact location is in the "Insert" group on the right side of the toolbar.

If you cannot see the My Templates button, click the three-dot overflow menu (...) in the ribbon and select My Templates from the list. The side panel opens, and you can click the plus symbol to add a new template.

The My Templates pane also shows a list of templates you have created. You can click to insert a template into an email, or hover over a template name and click the three-dot icon to edit, duplicate, or delete it.

Check first: My Templates in Outlook on the web stores a maximum of 50 templates, and each template cannot exceed 2,000 characters. If your content is longer, break it into a shorter template with placeholder text, or use a full .oft template in classic Outlook instead.

Use Your Template in Classic Outlook

To send an email using your saved .oft template, go to the Home ribbon in Outlook and click New Items. From the dropdown menu, choose More Items, then Choose Form. In the "Choose Form" dialog box, change the "Look In" dropdown to User Templates in File System (or "Templates" on some systems). Select your template and click Open.

The template opens as a new message with all your content, formatting, and any default subject or body text already in place. Add the recipient, update any placeholders, and press Send.

Alternatively, you can double-click the .oft file directly from your file explorer or desktop. It will open as a new message in Outlook automatically.

Tip: To make your templates even faster to reach, create a desktop shortcut to your Templates folder. Then you can double-click any .oft file to open it as a new message without switching windows.

Use Your Template in New Outlook and Outlook on the Web

Start a new email as you normally would, then click My Templates in the Insert tab (or ribbon) of the message window. The side panel opens with a list of your saved templates. Click the template you want to use and Outlook will drop the full content into the body of your new message.

You can insert the same template multiple times in one email if you need to, but in most cases you will use it once. After the content appears, add your recipient, check the subject line, and update any placeholder text before sending.

If you want to edit the template later, open the My Templates panel, hover over the template name, click the three dots, and choose Edit. Change the text or name and click Save to update it.

Tip: Use placeholders like [Name] and [Date] in your template body. When you insert it, you can use the browser or Outlook search tool (Ctrl+F or Cmd+F) to find and replace each placeholder quickly.

Create a Template from an Existing Sent Email

You do not need to start from scratch if you have already sent a well-written email that you want to reuse. Go to your Sent Items folder and open the message you want to copy.

In classic Outlook on Windows, click File > Save As and choose Outlook Template (*.oft) instead of the default message format. In new Outlook or Outlook on the web, select the entire body of the sent email, copy it, then open My Templates and paste the content into a new template.

This approach saves time and ensures you reuse proven wording rather than re-typing from memory.

Important: Before saving a sent email as a template, remove the recipient's real address, any personal details, and any project-specific figures. Your template should contain only reusable placeholders and generic content.

Edit and Delete Existing Templates

To edit a template in the My Templates pane, hover over the template name, click the three-dot icon, and choose Edit. Make your changes and click Save.

To delete a template, hover and click the three-dot icon, then choose Delete. Outlook will ask you to confirm; click Delete again to remove it permanently. There is no undo for template deletion, so be sure before you confirm.

For .oft templates stored in your file system, edits work differently. Locate the .oft file in your Templates folder, right-click it and choose Open with Outlook. The template opens as a new message, but the content is editable. Make your changes, then click File > Save As and overwrite the original .oft file with the same name.

Tip: If you edit a .oft template, the original email in your Sent Items is not affected. The template is just a file; changing it does not change past emails you sent with it.

Quick Reference

Situation	Use this	Why
Long formatted emails with images and tables	Classic Outlook .oft file, saved via File > Save As	Preserves all formatting, attachments, and layout exactly as designed
Quick short replies and standard notes	My Templates panel in new Outlook or Outlook on the web	Syncs across devices through your Microsoft account, no file management needed
Updating a template you use often	Edit in My Templates, or overwrite the .oft file in classic Outlook	Keeps your most-used messages current without rebuilding from scratch
Reusing a past sent message	Save from Sent Items as .oft, or copy body into My Templates	Builds on proven wording instead of rewriting from memory

Common Problems When You Create an Email Template in Outlook

You Cannot Find the "Save As Template" Option in New Outlook

New Outlook on Windows and Mac does not have a direct "Save As Template" button in the File menu. Instead, you save templates through the My Templates panel, which you open from the Insert tab of a new message window. If you do not see My Templates in the ribbon, click the three-dot overflow menu and select it from there.

Alternatively, you can switch to classic Outlook on Windows if your organisation allows it. Go to the top of the Outlook window, click the toggle switch, and select Classic Outlook to regain access to the .oft template system.

My Templates Panel Says "There Is No My Templates"

This message appears when the My Templates pane is not available for your account type. The feature works with Microsoft 365, Exchange Online, Outlook.com, and most work accounts. If you use a free email account configured through POP or IMAP, My Templates may not work, and you should use classic Outlook with .oft files instead.

The Template Saves Fine but Your Formatting Looks Wrong When You Insert It

Formatting issues usually happen when the recipient uses a different email client or when you paste content from a website or Word document with custom styles. Keep the template formatting simple: use standard fonts like Calibri or Arial, avoid heavy HTML, and use bullet points instead of complex tables. If the problem persists, check whether you created the template in Outlook on the web versus classic Outlook, as the two systems handle spacing slightly differently.

Outlook Opens the Template as a Read-Only File

This happens when the .oft file is stored in a protected system folder or when you have the file open in another program. Locate the .oft file, right-click it, and check Properties. If "Read-only" is ticked, untick it and click Apply. Also make sure no other Outlook message window is using that template file.

You Saved a Template but the My Templates Pane Disappeared

The pane closes automatically when you send an email or close the compose window. Reopen it by clicking My Templates in the Insert tab of any new message window. To keep it from closing, click the pin icon at the top of the pane. If the pin does not appear, resize the pane by dragging its left edge; the pin icon shows at the top-right when the pane is wide enough.

Advanced Tips for Email Templates in Outlook

Use Quick Parts alongside templates in classic Outlook: Quick Parts stores small blocks of reusable text, like a signature or a standard disclaimer. Combine Quick Parts with a template to build dynamic emails faster. Highlight any text in a message, go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
Add an automatic date field: In classic Outlook .oft templates, place your cursor where the date should appear, go to Insert > Date & Time and choose a date format that updates automatically when the template is opened. Use Insert > Quick Parts > Field > Date if you want the date to refresh each time you open it.
Store templates on a shared network drive: If your team uses classic Outlook, save .oft templates to a shared drive so everyone can use the same formatting. Then each user can set their Outlook Options > Mail > Templates to point to that folder.
Use keyboard shortcuts in classic Outlook: Press Alt, H, N to open the Choose Form dialog quickly when you need to insert a template. Alternatively, create a macro that opens a specific template, but only do this if your organisation allows macros.
Combine My Templates with the Outlook mobile app: My Templates syncs with the Outlook mobile app. On your phone, open a new email, tap the three-dot menu at the bottom, and choose "My Templates" to insert your saved reply. This works for both work and personal accounts on iOS and Android.

How To Create An Email Template In Outlook: FAQ

Common Issues

If the result is not working as expected, return to the previous step, check the material or setting involved, and make one adjustment at a time for how to create an email template in outlook.

Do email templates in Outlook work on mobile devices?

Yes, but only if you create them in the My Templates feature in new Outlook or Outlook on the web. Those templates sync to the Outlook mobile app. Classic .oft templates do not sync to mobile. In the mobile app, start a new email, tap the three-dot menu in the bottom toolbar, and choose My Templates to insert one.

Can I use an Outlook template to send an email with attachments included?

Yes for classic Outlook .oft templates. When you save a template, Outlook stores any attachments that are currently attached to the message. However, the My Templates feature in new Outlook does not support saving attachments, only text and images embedded in the message body.

Why can I not see the &amp;amp;quot;My Templates&amp;amp;quot; option in Outlook on the web?

My Templates may not appear if your organisation uses Exchange on-premises with an older server version, or if your administrative policies disable the feature. Try using the Outlook on the web ribbon: click New Mail, then in the message toolbar click the insert options icon, which looks like a small plus or down-arrow, and look for My Templates in the dropdown. If it still does not appear, contact your IT team and ask if they have enabled the "My Templates" policy.

How many templates can I store in Outlook?

In new Outlook and Outlook on the web, My Templates has a limit of 50 templates per mailbox. Each template can be up to 2,000 characters. Classic Outlook uses .oft files stored on your disk, so the limit is the size of your storage drive. You can store hundreds or thousands of .oft files if you organise them into folders.

Can I share an Outlook template with a colleague?

Yes for classic .oft files: simply email the .oft file as an attachment or place it on a shared drive. Your colleague saves the file in their own Templates folder and they can use it. For My Templates, there is no direct sharing feature, but you can ask your colleague to copy the text manually and save it as their own template.

Do templates save my font and colour choices?

Yes. When you create a template in classic Outlook, all formatting, including fonts, colours, paragraph styles, bullet points, and tables, is saved in the .oft file. In My Templates, basic formatting is preserved for standard fonts, bold, italics, and bullet points, but more complex HTML formatting may be simplified when inserted.

Final Checklist for Creating an Email Template in Outlook

You have identified your Outlook version: classic, new, or web.
You wrote the reusable message body with placeholders like [Name] and [Date].
You saved the template using the correct method for your version (File > Save As > .oft, or My Templates > + Template).
You tested the template by opening it and verifying formatting, attachments, and placeholders.
You stored your .oft files in a organised folder if you use classic Outlook.
You removed any personal or sensitive information before saving the template.
You know the menu path to insert the template for your version of Outlook.