How To Make An Email Template In Outlook
A practical step-by-step guide to how to make an email template in outlook, including preparation, instructions, common issues, tips, and next steps.
How To Make An Email Template In Outlook
This guide shows you how to create reusable email templates in Outlook for Windows, Mac, and the web version. You will save time on repetitive emails like daily reports, client updates, or holiday replies, but you must store templates in the right folder or they will be hard to find later.
Fast Answer
- Create template: Compose email, then File > Save As > Outlook Template (.oft)
- Use template: New Items > More Items > Choose Form
Before You Start
- Microsoft Outlook desktop app installed on Windows or Mac. The steps differ slightly for Outlook on the web.
- Your Outlook account set up and signed in.
- The exact text, subject line, and formatting you want in your template ready in a draft.
- Permission to save files to your computer. This matters if you use a managed work device.
Step-by-Step Instructions
Open a New Email Message and Write Your Content
Click "New Email" in the Home ribbon of Outlook. This opens a blank message window. Type the subject line and body content exactly as you want the template to appear. Add your greeting, main message, closing, and any signature you need.
Use the formatting toolbar to set your font, colours, bullet points, or images. These formatting choices are saved with the template, so take a moment to make it look professional before you save.
Save the Message as an Outlook Template File
With your message open, click "File" in the top-left corner. Then click "Save As" from the menu. In the "Save As" dialog box, change the "Save as type" dropdown from "Message" to "Outlook Template" (.oft). The file name field should show your subject line by default, but you can change it to something more descriptive like "Weekly_Status_Report.oft."
Click "Save." Outlook stores the template in the default Templates folder on your computer. Do not skip the file-type dropdown step. If you save as a normal message file, Outlook will not recognise it as a reusable template.
Close the Message Without Sending It
After saving, close the email composition window. When Outlook asks if you want to keep changes, click "No" or "Discard." The template file already has all your content, so you do not need to keep the unsent draft open.
If you accidentally click "Send," you will send an empty or test email to a recipient. That is awkward in a work setting, so close the window carefully.
Open Your Saved Template From the New Items Menu
To use your new template, go to the Home ribbon in Outlook and click "New Items." Then hover over "More Items" and select "Choose Form" from the dropdown menu. A dialog box opens.
Change the "Look In" dropdown at the top of the dialog box from "Inbox" or "Personal Forms" to "User Templates in File System." You will now see your saved .oft files listed. Select the template you want and click "Open" or "OK."
Edit Placeholder Text and Recipients Before Sending
With the template open as a new email, fill in the recipient fields in the To, Cc, or Bcc lines. Then go through the body and replace every placeholder like [Client Name] or [Figure] with the real information for this specific email.
Read the entire email out loud before you send it. Templates make it easy to miss a blank spot or forget to change a date, so a fast read-through catches mistakes that would look unprofessional.
Create a Quick Access Toolbar Button (Windows Only)
If you use templates often, skip the New Items menu each time. Click the small dropdown arrow at the top of your Outlook window on the title bar, then choose "More Commands." In the dialog box, select "Choose Commands From" and pick "All Commands" from the dropdown.
Scroll down to "Choose Form," select it, and click "Add." This puts a button in your Quick Access Toolbar so you can open the template form dialog with one click. This works in Outlook for Windows, but the Mac version does not have this option.
Use Outlook on the Web Templates (If You Have the Right Plan)
Outlook on the web has a different approach. Go to Outlook.com or your work web portal and click "New Mail." Then go to the "More options" (three dots) menu in the message window and look for "My Templates" in the dropdown list.
Click "Templates" to create a new one. Type a name and the content you want, then click "Save." To use it, click the "My Templates" icon in your message window and select the template from the pane. This method syncs across devices because it is stored in your mailbox, not your computer.
Use Quick Parts for Small Reusable Text Blocks
If you only repeat a paragraph or a signature, you might not need a full template. Highlight any text in an email, then click "Insert" in the message window and choose "Quick Parts" > "Save Selection to Quick Part Gallery."
Give the block a name and click "OK." Next time you need that paragraph, click "Insert" > "Quick Parts" and choose it. Quick Parts text is stored inside Outlook on your computer and works for short phrases, clauses, or standard disclaimers across many different emails.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| Full email you send regularly (status report, meeting agenda) | Outlook template (.oft) saved to your computer | Keeps the subject line, body, and formatting identical each time |
| One-paragraph disclaimer or standard reply | Quick Parts | Inserts text without opening a whole new email form |
| Work email across multiple devices | My Templates in Outlook on the web (Microsoft 365) | Stores templates in your mailbox, so they sync to any computer |
| Email with changing numbers or names | Template with [Placeholder] text | Makes it obvious what you must update before you hit send |
Common Problems When You Make an Email Template in Outlook
- Template not showing up in the Choose Form list. You probably saved the file as a .msg or .txt file instead of an .oft file. Re-save the message and change the file type dropdown to "Outlook Template." Also make sure "User Templates in File System" is selected in the Look In dropdown.
- Cannot find the template after a restart. Your template is stored in the AppData folder on Windows. Open File Explorer, paste %appdata%\Microsoft\Templates into the address bar, and press Enter. You should see your .oft files there. If not, check the default save location in Outlook file settings.
- Template opens but the font or logo is wrong. Outlook templates keep the styles you set when you saved them. If a colleague sees a different font, you may have copied text from a website with unusual formatting. Rebuild the template from scratch using only the standard toolbar options.
- The recipient receives a blank email. This happens when you open a template and then accidentally select the message and delete its content. It can also happen if you save an empty email by mistake. Open your .oft file, confirm the body has content, and re-save if needed.
- My Templates pane is missing in Outlook on the web. This feature requires a Microsoft 365 work or school account. If you have a free Outlook.com account, you cannot access My Templates. Use a desktop template instead.
Advanced Tips for How to Make an Email Template in Outlook
If you want your templates to work harder, add fields like date, greeting, or name that update automatically. Go to "Insert" in a message window, click "Quick Parts," then choose "Field." Pick "Date" from the list and select a format like "Tuesday, 14 January 2026." Outlook will insert the current date when you open the template, so you never have to type it.
For long templates with multiple placeholders, set up a search-and-replace routine. Open the template as a new email, press Ctrl + H (Cmd + H on Mac) to open the Replace dialog box, then type [Name] and replace it with the actual name. Repeat for each placeholder. This takes 30 seconds and keeps your emails accurate.
Consider making a template for your internal-only emails and another for external clients. Keep the external one free of internal jargon and acronyms. That way, you do not risk sending a client an email full of office shorthand by mistake.
Back up your .oft files regularly. On Windows, copy the folder at %appdata%\Microsoft\Templates to a cloud drive folder or a USB stick. That way, a computer migration or a laptop failure will not cost you your whole template library.
How To Make 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 make an email template in outlook.
How do I make an email template in Outlook for Mac?
Write your email, then click File > Save As Template. Name the file and save it. To use it, click New Items > Choose Form > select "Templates" from the Look In menu. Mac templates are stored on your computer, so back them up manually.
Where are Outlook templates stored?
On Windows, templates are saved in the AppData folder at %appdata%\Microsoft\Templates. On Mac, they are stored in your user Library folder under Group Containers and Microsoft. The exact path varies by Outlook version.
Can I share my Outlook email template with a coworker?
Yes. Copy the .oft file and send it as an email attachment. The recipient must save it to their Templates folder, then open it via Choose Form in the New Items menu.
Why can I not see "My Templates" in Outlook on the web?
The feature is tied to Microsoft 365 plans that include Outlook web access with Exchange Online. If you have a free Outlook.com account or a basic POP or IMAP setup, you won't see it. Use a desktop template instead.
Can I set a default signature from my template?
A template includes any signature you add before saving it. But it is better to set up a proper signature in Outlook settings so it applies to every new email automatically. Go to File > Options > Mail > Signatures to create one. Keep your template focused on the body text, and let the signature handle the closing details.
Final Checklist for How to Make an Email Template in Outlook
- Compose a complete email with subject line and correct formatting
- Save as Outlook Template (.oft) via File > Save As
- Close the email without sending it
- Test the template by opening it through New Items > Choose Form
- Check that placeholders like [Name] are visible and replaceable
- Verify the template opens with the correct date and signature
- Back up your .oft files to a second location
Next, try creating one template for your most frequent email. Use it once or twice, then tweak the wording if the tone or layout does not feel right. You can always delete the .oft file and save a new version with the same name.
