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How Do I Create An Email Template In Outlook

A practical step-by-step guide to how do i create an email template in outlook, including preparation, instructions, common issues, tips, and next steps.

Published 2026-04-29 · Updated 2026-07-22

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How Do I Create An Email Template In Outlook

Creating an email template in Outlook helps you send consistent messages quickly, whether for client updates, frequent replies, or routine announcements. This guide shows you exactly how to compose, save, and reuse a custom email template, saving you significant time and ensuring your communications are always on brand and error-free. You'll learn the step-by-step process, from starting a new message to accessing and deploying your saved templates for future use.

Fast Answer

  • Key Action: Save As Outlook Template (.oft)
5-10 mins Time needed
Easy Difficulty
File Type (.oft) Watch out for

Before You Start

  • Outlook Installed: Ensure you have a working version of Microsoft Outlook on your computer. This guide applies to most recent desktop versions of Outlook.
  • Email Account Configured: You need at least one active email account set up within Outlook to compose and send messages.
  • Content Ready: Have the text, subject line, and any standard attachments or images you want to include in your template ready to hand.
Check first: Always ensure you save your template with the correct .oft file extension. Saving it as a regular email (.msg) or another format will prevent it from functioning as a reusable Outlook template.

Step-by-Step Instructions

1. Open Outlook and Start a New Email

The first step to create an email template in Outlook is to open the application on your computer. Once Outlook is open, navigate to the top-left corner of the window. Click on the New Email button. This will open a blank message window, ready for you to compose the content of your template. Think of this as drafting your standard message for the first time.

Tip: If you have multiple email accounts configured, ensure you're aware of which account is set as default. While the template itself isn't tied to an account until you send it, it's good practice to compose it from the perspective of the sender account you intend to use.

2. Compose Your Template Content

Now, fill in all the details you want to be part of your reusable template. This includes the Subject line, the main body of the email, and any standard attachments or signatures. You can add placeholders for information that will change each time, like "[Customer Name]" or "[Order Number]".

  • Subject Line: Enter the standard subject for your template, e.g., "Follow-up on Your Recent Enquiry" or "Monthly Project Update."
  • Email Body: Write the full text of your message. Include greetings, main points, calls to action, and your closing. Format it exactly as you would a regular email, with bolding, italics, bullet points, and links as needed.
  • Attachments: If you always send a specific document, such as a price list or a terms and conditions PDF, click on Attach File and add it now. These attachments will be saved as part of your template.
  • Signature: Your default Outlook signature should automatically appear. If not, insert it using the Signature button in the Message tab.

Take your time to make sure the content is perfect and ready for reuse. This is the core of your template.

Tip: For placeholders like names or dates, use square brackets, e.g., [Recipient Name] or [Current Date], to make it clear where you need to insert specific information when you use the template.

3. Save the Email as an Outlook Template (.oft)

Once your email is fully composed and ready to be a template, it's time to save it. Do not send the email. Instead, with the new message window still open, follow these steps:

  1. Click on File in the top-left corner of the message window.
  2. Select Save As from the menu options.
  3. In the "Save As" dialogue box that appears, you will see a field labelled "Save as type:". Click the dropdown arrow next to this field.
  4. From the list of file types, choose Outlook Template (*.oft). This is crucial for Outlook to recognise it as a template.

By selecting `.oft`, you're telling Outlook to store this email as a reusable form, not just a draft or a regular message.

Check first: Double-check that you've selected Outlook Template (*.oft) from the "Save as type" dropdown. This is the most common point of error for users trying to create an email template in Outlook.

4. Choose a Saving Location and Give Your Template a Name

After selecting "Outlook Template (*.oft)", the "Save As" dialogue box will automatically change the default save location to your Outlook Templates folder. This is usually found at a path similar to C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. It's recommended to save your template in this default location, as it makes it much easier to access later via Outlook's "Choose Form" feature.

  1. In the "File name:" field, type a clear and descriptive name for your template, e.g., "Customer Enquiry Follow-up Template" or "Meeting Confirmation Template."
  2. Click the Save button.

Once saved, you can close the new message window without sending the email. Your template is now stored and ready for use.

Tip: If you save templates in a different folder, you'll need to navigate to that folder each time you want to use them. For quick access, stick to the default Templates folder.

5. How to Use Your New Email Template

Now that you've successfully created and saved your email template, here's how to use it to send a new message:

  1. In Outlook's main window, go to the Home tab.
  2. In the "New" group, click on New Items.
  3. Hover over More Items.
  4. Select Choose Form... from the submenu.
  5. In the "Choose Form" dialogue box, click the dropdown arrow next to "Look In:" and select User Templates in File System.
  6. You should now see your newly created template listed by the name you gave it. Select the template.
  7. Click Open.

A new email message will open, pre-filled with all the content you saved in your template. You can now customise it for the specific recipient, fill in any placeholders, and then send it as a regular email.

Tip: You can also simply double-click the .oft file in its saved location (e.g., your Templates folder) to open a new email based on that template. This is a quick way if you know where you've saved it.

6. (Optional) Quick Access via Quick Steps or Pinning

For templates you use very often, you can make them even easier to access. While not directly part of how to create an email template in Outlook, these methods significantly improve workflow.

Using Quick Steps:

  1. Go to the Home tab in Outlook.
  2. In the "Quick Steps" group, click on Create New.
  3. Give your Quick Step a name, e.g., "Send Follow-up Template."
  4. Under "Choose an Action:", select New Message.
  5. Click Show Options.
  6. In the "Text:" field, click the Template button and browse to your saved .oft file.
  7. You can also pre-fill To, CC, Subject, and other fields here.
  8. Click Finish. Now, simply click your custom Quick Step button to open the template.

This method offers a one-click solution for frequently used templates, bypassing the "Choose Form" dialogue.

Tip: Quick Steps are highly customisable. You can set them to automatically send the template to a specific recipient, add flags, or even include multiple actions in one go, making them powerful productivity tools.

Quick Reference

Situation Use this Why
Need to send the same email frequently. Create an Outlook Template (.oft). Saves time, ensures consistency in messaging and branding.
Template not appearing in "Choose Form" list. Ensure it's saved as .oft in the default Outlook Templates folder. Outlook only lists .oft files in its specific template directory via this method.
Want to include standard files with every email. Attach files to the message *before* saving as a template. Attachments saved with the .oft file will automatically appear in new emails based on the template.
Need to quickly access a template without navigating menus. Create a Quick Step for the template. Provides a one-click solution from the Outlook Home tab.

Common Problems When You Create An Email Template In Outlook

Even with clear instructions, you might encounter a few hurdles when trying to create an email template in Outlook or use one. Here are some common issues and how to fix them:

Problem: Template Not Visible in "Choose Form" Dialogue

This is the most frequent issue. After saving your template, you go to "New Items" > "More Items" > "Choose Form..." but your template isn't listed under "User Templates in File System."

Solution:

  • Incorrect File Type: The most common reason is that the template was not saved with the .oft extension. Go back to where you saved it (likely your Documents folder if not the default template folder), right-click the file, and check its properties to ensure it's an "Outlook Template File" (.oft). If it's a ".msg" (Outlook Message Format) or another type, you'll need to re-create it, ensuring you select "Outlook Template (*.oft)" during the "Save As" step.
  • Wrong Save Location: If you saved the template to a custom folder instead of Outlook's default Templates directory, it won't appear in the "Choose Form" list when "User Templates in File System" is selected. You'll need to browse to "Look In: File System" in the "Choose Form" dialogue and navigate to your custom folder, or better, move the .oft file to the default Outlook Templates folder. The default path is usually C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates.

Problem: Attachments Don't Appear When Using the Template

You added attachments when composing the original email, but when you open the template, they're missing.

Solution:

  • Attachments Saved Before Template Creation: Ensure you attached the files to the email *before* you clicked "File" > "Save As" > "Outlook Template (.oft)". If you added them after saving, they won't be part of the .oft file.
  • Linked Attachments: If you linked to files on a network drive or cloud storage rather than embedding them directly, and those links are now broken or inaccessible, the attachments won't appear. Always ensure files are embedded if you want them to travel with the template.

Problem: Template Opens as a Draft, Not a New Message

Instead of a fresh email ready to be sent, your template opens like a draft email that needs to be sent from *your* mailbox.

Solution:

  • Incorrect Usage Method: You might be double-clicking a ".msg" file rather than a ".oft" file, or opening a saved draft from your "Drafts" folder instead of using the "Choose Form" method or double-clicking the actual .oft template file. Always use "New Items" > "More Items" > "Choose Form..." or double-click the .oft file itself.
  • Corrupted Template: In rare cases, the template file might be corrupted. Try deleting the existing .oft file and re-creating the template from scratch following the steps in this guide.

Advanced Tips for How Do I Create An Email Template In Outlook

Once you're comfortable with the basics of how to create an email template in Outlook, consider these advanced tips to supercharge your email productivity and consistency.

1. Use Quick Parts for Reusable Snippets within Templates

Beyond full email templates, Outlook offers "Quick Parts" – reusable blocks of text, including formatting, images, and tables, that you can insert into any email. These are fantastic for common disclaimers, product descriptions, or answers to frequently asked questions that you might want to include in various templates or regular emails.

  • How to Create a Quick Part: Type the desired text in an email, select it, go to the Insert tab, click Quick Parts, and then Save Selection to Quick Part Gallery.
  • How to Use within a Template: When composing your template (Step 2), simply place your cursor where you want the Quick Part to appear, go to Insert > Quick Parts, and select the desired snippet. This way, your templates can be built from smaller, modular components.

This approach gives you greater flexibility, as you can update a Quick Part once, and any template or email using it will benefit from the change (though you'd need to re-insert it into existing saved templates to update them).

2. Organise Your Templates with Subfolders

If you create many templates, your default Templates folder can become cluttered. While Outlook's "Choose Form" dialogue doesn't show subfolders, you can still organise your .oft files in subfolders within the main Templates directory.

  • Manual Access: Create subfolders (e.g., "Client Templates", "Internal Comms") within C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates.
  • Using Them: When you need a template from a subfolder, you'll have to use the "File System" option in the "Choose Form" dialogue and navigate to the specific subfolder, or simply double-click the .oft file from Windows Explorer. This is less convenient than the default "User Templates" view, but it keeps your files tidy.

This method is more about file management and less about direct Outlook integration for access.

3. Leverage Placeholder Fields for Dynamic Content

While basic placeholders like `[Customer Name]` are useful, Outlook can handle more dynamic content if you delve into its developer features. For advanced users, you can insert actual field codes that pull information from contact cards or other sources.

  • Go to the Developer tab (enable it via File > Options > Customize Ribbon if it's not visible).
  • Click Design This Form. This opens the message in a design view.
  • You can insert various controls and fields that can be automatically populated. This is a more complex approach but allows for highly dynamic templates, especially useful for organisations.

This technique is generally for power users or IT departments managing templates across an organisation, but it shows the potential of Outlook templates beyond simple text. For most users, explicit text placeholders are sufficient and far simpler.

How Do I Create An Email Template In Outlook FAQ

Here are answers to some frequently asked questions about creating and using email templates in Outlook.

Q: What is the difference between an email template and an Outlook signature?

A: An email template (.oft file) is a complete, pre-formatted email message that can include a subject, body text, attachments, and your signature. It's designed for entire messages you send repeatedly. A signature, on the other hand, is a small block of text (usually your name, title, contact information, and company logo) that is automatically added to the end of your emails. While a template can contain a signature, a signature is only a part of an email, not the whole message.

Q: Can I include attachments in my Outlook email template?

A: Yes, absolutely. When you are composing your initial email message (Step 2) before saving it as an Outlook Template (.oft), simply attach any files you wish to include. These attachments will be saved as part of the .oft file and will appear automatically every time you open a new email using that template.

Q: Where are Outlook templates stored on my computer?

A: Outlook templates are typically stored in a specific system folder. The default location for user templates in most Windows versions of Outlook is: C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. The AppData folder is often hidden, so you might need to enable "Show hidden files, folders, and drives" in your File Explorer options to see it directly.

Q: Can I edit an existing Outlook template?

A: Yes, but not directly. You cannot simply "open" an .oft file and edit it. Instead, you need to open a *new email based on the template* (using "Choose Form..." or double-clicking the .oft file). Make your desired changes to this new email, and then save *this modified email* as a new template, overwriting the old one if you wish, or saving it with a new name. Remember to save it again as an "Outlook Template (*.oft)".

Q: Do Outlook templates work with the web version of Outlook (Outlook.com)?

A: No, Outlook .oft templates are designed for the desktop version of Microsoft Outlook. The web version of Outlook has a similar feature called "My Templates" (sometimes referred to as "Quick Parts" in the web interface), which allows you to save and insert short, reusable snippets of text. However, these are distinct from the .oft files used in the desktop application and do not support attachments or full email structures in the same way.

Final Checklist for How Do I Create An Email Template In Outlook

Before you confidently send your next email using a template, run through this quick checklist to ensure everything is set up correctly and functioning as expected.

  • Template Created: Have you composed the full email content (subject, body, signature)?
  • Correct File Type: Did you save the email as an Outlook Template (*.oft), not a regular message (.msg)?
  • Saved in Default Location: Is your .oft file stored in the default Outlook Templates folder (or a known, accessible custom folder)?
  • Attachments Included: If needed, were all standard attachments added to the email *before* saving as a template?
  • Placeholders Clear: Are any variable pieces of information (like names, dates, amounts) clearly marked with placeholders (e.g., `[Client Name]`)?
  • Template Accessible: Can you successfully open a new email using the template via "New Items > More Items > Choose Form..."?
  • Content Check: Does the opened template contain all the correct text, formatting, and attachments?
  • Quick Step Setup (Optional): If desired, have you created a Quick Step for one-click access to your most used template?
  • Test Run: Have you sent a test email using the template to yourself or a colleague to ensure it looks correct upon arrival?

By following these steps and checks, you'll master how to create an email template in Outlook, significantly streamlining your communication process and ensuring professionalism in every message you send.

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