How To Create A Template In Outlook
A practical step-by-step guide to how to create a template in outlook, including preparation, instructions, common issues, tips, and next steps.
How To Create A Template In Outlook
Creating a template in Outlook is a smart way to save time and ensure your emails are consistent. This guide will walk you through the process step-by-step, helping you quickly set up reusable messages for frequent replies, regular updates, or common queries. By following these clear instructions, you'll be able to create, save, and use professional email templates, making your daily communication more efficient and error-free.
Fast Answer
- Main Action: Save email as an Outlook Template (.oft)
- Key Shortcut: File > Save As
- Location: Documents > Outlook Templates
Before You Start
- Outlook Desktop App: This guide focuses on creating templates using the Outlook desktop application for Windows. While web versions of Outlook have similar features (like "My Templates" accessible via the "View templates" add-in), the .oft file method is specific to the desktop client.
- Clear Message Content: Have the exact text, subject line, and any standard formatting (like your signature, company branding, or bullet points) ready for the email you want to turn into a template. Thinking this through beforehand saves editing time later.
- Email Account Setup: Ensure you have at least one email account configured and working within your Outlook application, as templates are created from new email messages.
Step-by-Step Instructions
1. Open Outlook and Start a New Email
Your journey to creating an Outlook template begins by opening the Outlook desktop application on your computer. Once it's loaded, you'll need to compose a new email message. You can do this by clicking the "New Email" button, usually found in the top-left corner of the Outlook window, often under the "Home" tab.
This action opens a blank email composition window. This window is where you'll build the foundation of your future template. Think of it as your draft canvas before you finalise the design.
2. Compose Your Template Message Content
Now, fill in all the details that you want to be part of your template. This includes the subject line, the body of the email, and any formatting you require. For the subject line, use a clear and generic title that will apply to all future emails sent using this template. For instance, "Enquiry Response" or "Project Update Request."
In the body, type the full message. This might include greetings, standard information, bullet points, specific instructions, and your professional closing. You can also add placeholders like "[Client Name]" or "[Date]" where you'll manually insert specific details each time you use the template. Ensure all your desired formatting, such as bold text, italics, font styles, and colours, are applied now, as they will be saved with the template.
If you have a standard signature set up in Outlook, it will typically appear automatically. You can choose to keep it or remove it from the template draft if you prefer it to be added fresh each time the template is used. Remember, attachments generally don't save *inside* the .oft template file itself. Instead, if you add an attachment to the draft, the template will save a *link* to that file. If the original file moves or is deleted, the link will break. It's often better to note in the template body that an attachment is needed and add it manually later.
3. Save the Message as an Outlook Template
Once your email draft looks exactly how you want your template to appear, it's time to save it. Do not send the email. Instead, go to the "File" tab in the email composition window (not the main Outlook window).
From the "File" menu, select "Save As". A "Save As" dialogue box will appear. Here's the critical part:
- In the "Save as type" dropdown menu, click on it and select "Outlook Template (*.oft)". This is crucial for Outlook to recognise it as a reusable template.
- Outlook will usually automatically navigate to the default templates folder, which is typically `C:\Users\[Your Username]\Documents\Outlook Templates`. It's a good idea to save it here for easy access later, especially if you plan to use the "Choose Form" method.
- Give your template a clear and descriptive file name, for example, "Customer Service Reply Template" or "Weekly Report Request". This name will help you find it quickly.
- Click the "Save" button.
4. Close the New Message Window
After successfully saving your email as an Outlook Template (.oft file), you can now close the new message composition window. You will likely be prompted to save changes if you made any minor edits after the initial "Save As" step; you can choose "Don't Save" unless you specifically intended to save another copy.
Closing the window ensures that you don't accidentally send the template draft, and it frees up your workspace. The template is now stored on your computer, ready to be used whenever you need it.
5. Open and Use Your Template (Method 1: File Explorer)
The simplest way to use your newly created template is by navigating directly to its saved location using Windows File Explorer. This method is straightforward and often preferred for quick access.
- Open File Explorer (the folder icon on your taskbar or press Windows Key + E).
- Navigate to the folder where you saved your template. By default, this is usually `Documents > Outlook Templates`.
- Locate your template file (e.g., "Customer Service Reply Template.oft").
- Double-click on the .oft file.
Outlook will open a brand-new email message, pre-filled with all the subject, body text, and formatting you saved in your template. This new message is completely separate from the template file itself, so any changes you make to it will not affect the original template.
6. Open and Use Your Template (Method 2: From New Items in Outlook)
This method is more integrated into Outlook and can be convenient if you prefer to stay within the application. It's especially useful if your IT department has set up shared template folders.
- In the main Outlook window, go to the "Home" tab.
- Click on "New Items" in the "New" group.
- From the dropdown menu, hover over "More Items".
- Then, click on "Choose Form...".
- In the "Choose Form" dialogue box that appears, click the dropdown menu next to "Look In:" and select "User Templates in File System".
- You should now see a list of all your saved .oft files. Select the template you wish to use.
- Click "Open".
Just like with Method 1, a new email message will open, pre-populated with your template's content. You can then customise it as needed before sending.
7. Customise and Send Your Template Email
Once your template has opened as a new email message, you are free to make any necessary changes before sending it. This is where you personalise the message for the specific recipient or situation.
For example, you might:
- Fill in the recipient's email address in the "To," "Cc," or "Bcc" fields.
- Replace placeholders like "[Client Name]" with the actual name.
- Update specific dates, times, or details.
- Add any unique attachments relevant to this particular email (as mentioned earlier, attachments generally don't stay embedded in the .oft template itself).
- Adjust the subject line for specific clarity if needed.
After all your customisations are complete and you're satisfied with the message, click the "Send" button. The email will be sent, and your original template file remains untouched and ready for future use.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| Creating a new template | File > Save As > Outlook Template (*.oft) | Saves your email as a reusable template file, not just a draft. |
| Opening a template quickly | Double-click .oft file in File Explorer | Direct access to the template, opening a new email pre-filled. |
| Opening a template within Outlook | New Items > More Items > Choose Form > User Templates in File System | Integrated method, good for standard template locations. |
| Troubleshooting missing templates | Check `Documents\Outlook Templates` folder | Default save location for templates; ensures Outlook can find them. |
| Including a permanent file in templates | Note in template body to attach manually, avoid embedding | Attachments in .oft files are links; better to attach fresh for reliability. |
Common Problems When You Create An Outlook Template
Even with clear instructions, you might encounter a few hurdles when working with Outlook templates. Here are some common issues and how to fix them:
Problem: Template Not Found or Opens as a Regular Email
Reason: The most common reason is that the file wasn't saved with the correct file type, or it's not in the expected location.
Solution:
- Verify File Type: Go to where you saved your template in File Explorer. Right-click the file, select "Properties," and check if the file extension is .oft. If it's .msg or another type, you'll need to repeat Step 3, making sure to select "Outlook Template (*.oft)" from the "Save as type" dropdown.
- Check Save Location: Ensure your .oft file is in the default Outlook Templates folder, usually `C:\Users\[Your Username]\Documents\Outlook Templates`. If it's somewhere else, either move it to this folder or use Method 1 (double-clicking from File Explorer) to open it from its current location. When using "Choose Form," you can also click "Browse" to find it.
Problem: Attachments Don't Appear or Are Broken
Reason: As mentioned in Step 2, Outlook templates (.oft files) don't embed attachments in the same way a regular email does. They save a *link* to the original file. If the original file is moved, renamed, or deleted after the template is created, the link breaks.
Solution:
- Re-attach Manually: The most reliable method is to always attach necessary files manually to the new email message that opens from the template.
- Include a Note: In your template, add a clear note in the body, such as "Please remember to attach the 'Q3 Report.pdf' before sending." This serves as a reminder for yourself or others using the template.
- Consider Quick Parts (for small text/images): For small, consistently used image files (like a company logo) or text, Quick Parts (see Advanced Tips) might be a more stable solution than attempting to embed them in an .oft template, as Quick Parts are stored differently.
Problem: Template Opens in Read-Only Mode
Reason: This can sometimes happen if the template file itself is set to read-only in its file properties, or if there's a permissions issue with the folder it's saved in.
Solution:
- Check File Properties: Locate your .oft file in File Explorer. Right-click it, select "Properties," and under the "General" tab, ensure the "Read-only" box is unchecked. Click "Apply" and "OK."
- Check Folder Permissions: If the issue persists, ensure you have full read/write permissions for the "Outlook Templates" folder. This is less common for personal folders but can occur in shared network drives.
Problem: Difficulty Finding "Choose Form" in Outlook
Reason: The "New Items" menu can be extensive, and "Choose Form" might be overlooked or in a slightly different location depending on your Outlook version or customisations.
Solution:
- Follow Path Exactly: Double-check you are going to Home tab > New Items > More Items > Choose Form....
- Customise Quick Access Toolbar: For frequent use, you can add "Choose Form" directly to your Quick Access Toolbar. Right-click an empty space in the Quick Access Toolbar (usually above the ribbon), select "Customize Quick Access Toolbar," choose "All Commands" from the "Choose commands from" dropdown, find "Choose Form," add it, and click "OK." This gives you one-click access.
Problem: Template Content is Outdated or Incorrect
Reason: Once a template is saved, it's a static file. It won't automatically update if, for example, your company's branding changes or standard procedures are revised.
Solution:
- Edit and Resave: To update a template, open the existing .oft file (using either Method 1 or 2 from Step 5/6). Make the necessary changes to the subject, body, or formatting. Then, go to File > Save As, select "Outlook Template (*.oft)" again, and save it with the exact same file name in the exact same location. You'll be prompted to replace the existing file; choose "Yes." This overwrites the old template with your updated version.
- Regular Review: Periodically review your commonly used templates to ensure their content remains accurate and relevant.
Advanced Tips for How To Create A Template In Outlook
Once you're comfortable with the basics, these advanced tips can help you get even more out of your Outlook templates and streamline your workflow further.
1. Organise Your Templates with Dedicated Folders
As you create more templates, the default "Outlook Templates" folder can become cluttered. To maintain efficiency:
- Create Subfolders: Within your `Documents\Outlook Templates` folder, create subfolders for different categories, e.g., "Client Communications," "Internal Reports," "Sales Enquiries," or by project.
- Consistent Naming: Use a consistent naming convention for your templates (e.g., "CS-OnboardingWelcome," "Finance-MonthlyReport"). This makes them easier to find, especially when using the "Choose Form" dialogue.
- Shortcuts to Folders: If you use a template from a specific subfolder very often, create a desktop shortcut directly to that subfolder.
2. Using Quick Parts for Smaller, Reusable Blocks of Text
While .oft templates are great for entire email messages, Quick Parts are perfect for smaller, frequently used text snippets, phrases, or paragraphs that you might insert into various emails.
- How to Create a Quick Part: Type the text you want to save into a new email. Select the text. Go to the "Insert" tab, click "Quick Parts", then select "Save Selection to Quick Part Gallery". Give it a name, category, and description.
- How to Use a Quick Part: In any email, go to the "Insert" tab, click "Quick Parts", and select your saved part. It will instantly insert the text at your cursor.
- Combine with Templates: You can create a template with generic content and then use Quick Parts to insert specific paragraphs or disclaimers as needed, adding flexibility without needing dozens of full templates.
3. Personalising Templates with Placeholders and Instructions
To make templates more versatile and ensure consistency when others use them, use clear placeholders and internal instructions.
- Use Bracketed Placeholders: Instead of leaving blank spaces, use specific placeholders like `[Recipient Name]`, `[Meeting Date/Time]`, `[Relevant Document Name]`. This guides the user on what information needs to be inserted.
- Add Hidden Instructions: For complex templates, you can add notes that are visible when editing but intended to be deleted before sending. Type your instructions and then format them in a distinct colour (e.g., light grey) or place them in a small font size. Remind the user to delete these notes.
4. Sharing Templates with Colleagues
For team efficiency, sharing templates is invaluable. Since .oft files are just regular files, you can share them like any other document.
- Email the .oft File: Attach the .oft template file to an email and send it to your colleagues. They can then save it into their own `Documents\Outlook Templates` folder.
- Shared Network Drive: If your team uses a shared network drive, create a designated folder for team templates. Colleagues can then access these files from the shared drive and open them directly, or copy them to their local templates folder.
- OneDrive/SharePoint: Upload templates to a shared cloud storage like OneDrive or SharePoint. Colleagues can download copies as needed.
- Custom Forms (Advanced): For larger organisations, Outlook supports custom forms and form libraries. This is a more complex setup, often requiring IT support, but it allows for central management and deployment of templates.
5. Using the Quick Access Toolbar for Template Shortcuts
If you use a specific template or the "Choose Form" option constantly, add it to your Quick Access Toolbar for one-click access.
- Add "Choose Form": As mentioned earlier, right-click the Quick Access Toolbar, select "Customize Quick Access Toolbar," choose "All Commands," find "Choose Form," and add it.
- Add Specific Template File (Advanced): You can potentially add a direct shortcut to a specific .oft file to your Quick Access Toolbar, but this often requires a custom macro or a more complex setup. The "Choose Form" approach is generally more practical for accessing multiple templates quickly.
How To Create A Template In Outlook FAQ
Q: What is the difference between an Outlook Template (.oft) and Quick Parts?
A: An Outlook Template (.oft) is a complete, pre-formatted email message, including the subject line, body text, and formatting. It's designed for entire emails you send repeatedly. When you open an .oft file, it generates a brand new, ready-to-send email. Quick Parts, on the other hand, are smaller, reusable blocks of text, images, or formatting that you can insert into any email message. They are ideal for common phrases, disclaimers, or sections of text that you might use across different email contexts.
Q: Can I include attachments in my Outlook template?
A: Outlook templates (.oft files) do not embed attachments in the same way a regular email does. If you add an attachment when creating the template, the .oft file saves a *link* to that original file's location on your computer. If the original file is moved, renamed, or deleted, the link will break. For reliability, it is best practice to always attach necessary files manually to the new email message that opens from the template, rather than relying on a potentially broken link.
Q: Where are Outlook templates saved by default?
A: By default, Outlook templates are saved in a specific folder on your computer. For most Windows users, this location is: `C:\Users\[Your Username]\Documents\Outlook Templates`. Saving your templates in this default location is recommended, as it allows Outlook to easily find them when you use the "Choose Form" method.
Q: Can I share my templates with colleagues?
A: Yes, you can easily share your Outlook templates. Since .oft files are just standard computer files, you can share them by emailing the .oft file as an attachment, placing them in a shared network drive that colleagues can access, or uploading them to a cloud storage service like OneDrive or SharePoint. Once received, colleagues can save the .oft file into their own `Documents\Outlook Templates` folder to use them.
Q: How do I edit an existing Outlook template?
A: To edit an existing template, you first need to open it as a new email message. You can do this by double-clicking the .oft file in File Explorer or by using the "New Items > More Items > Choose Form" method within Outlook. Once the template opens as a new email, make your desired changes (e.g., update text, change formatting). After editing, go to File > Save As, select "Outlook Template (*.oft)" from the "Save as type" dropdown, and save it with the exact same file name in the exact same location. You will be prompted to replace the existing file; click "Yes" to save your updated version.
Q: Will a template update automatically if I change my Outlook signature?
A: No, an existing Outlook template (.oft file) will not automatically update if you change your Outlook signature. When you create a template, it saves the signature that was present at the time of creation as part of its content. If you update your signature in Outlook settings, you will need to manually open and edit each template, remove the old signature, let the new signature insert, and then resave the template (as described in the editing FAQ above) to ensure it reflects your latest signature.
Final Checklist for How To Create A Template In Outlook
Before you consider your template complete and ready for regular use, quickly run through this checklist to ensure everything is set up correctly and effectively:
- Template Saved as .oft: Double-check the file extension in its save location to confirm it is an Outlook Template (.oft) file.
- Content Accuracy: Read through the template one last time to ensure all text, subject line, and formatting are exactly as intended and free of typos.
- Placeholders Cleared/Defined: If you used placeholders like `[Client Name]`, ensure they are clear for future users to fill in.
- Signature Correct: Verify that the signature included (or excluded) is the desired one for this type of communication.
- Saved in Accessible Location: Confirm the template is saved in your default `Documents\Outlook Templates` folder, or another easily accessible and remembered location.
- Template Tested: Open the template (using either method) to create a new email and confirm it opens correctly and looks as expected before sending.
- Attachments Strategy Clear: If attachments are frequently needed with this template, ensure there's a clear reminder in the template's body text to attach them manually.
- Naming Convention: Ensure the template has a clear, descriptive file name that makes its purpose obvious at a glance.
- Consider Team Sharing: If this template would benefit colleagues, ensure you have a plan to share it with them.
