How To Save An Email Template In Outlook

Saving an email template in Outlook is a smart way to save time and ensure consistency for messages you send often. This guide provides clear, step-by-step instructions for creating and saving your own reusable email templates using the Outlook desktop application. Whether it's for regular updates, common questions, or standard replies, learning this skill will make your email tasks much quicker and more organised.

Fast Answer

Key action: Save as Outlook Template (.oft)

5-10 mins Time needed

Easy Difficulty

Saving incorrect file type Watch out for

Before You Start

You need access to the Microsoft Outlook desktop application (for Windows). The web version of Outlook (Outlook.com) uses different methods for templates, which this guide does not cover.
An email account must be set up and working within your Outlook desktop app.
Have the full text, subject line, and any standard formatting you wish to include for your template ready to hand.

Check first: Make certain you are using the desktop version of Outlook, usually found on your computer's start menu. The steps for the web version (accessed through a browser) are different, and this guide specifically addresses the desktop app for Windows users.

Step-by-Step Instructions

Open a New Email Message

To begin, you need to open a brand new email message window in Outlook. This is where you will compose the content for your template.

Open your Outlook desktop application.
In the top left corner of the Outlook window, click on the 'New Email' button. This will open a blank email message window.

This new message window will serve as the canvas for your future template. Do not worry about sending this email; you are simply using it to draft and save the content.

Tip: You can also use the keyboard shortcut Ctrl + N while in Outlook to quickly open a new email message.

Draft Your Email Content

Now it's time to write the email exactly how you want your template to appear. Think about all the parts of an email that stay the same every time you send it.

In the new email message window, type the Subject Line you want for your template. For example, "Weekly Project Update" or "Thank You for Your Inquiry".
Compose the main body of your email message. Include all the text, greetings, closing remarks, and any standard information that will be consistent across all uses of this template.
You can apply any formatting you like, such as bold text, italics, bullet points, or numbering. These will be saved as part of your template.
Important note: While you can add attachments to this message, they will not be saved as part of the email template (.oft file). If you need to include standard attachments, you'll need to add them manually each time you use the template.
Your default email signature will typically be included when you create a new email from a template, so you don't usually need to type it into the template itself.

Take your time to get the wording and formatting perfect, as this will be the base for all future emails using this template.

Save the Email as an Outlook Template (.oft)

This is the most important step for saving your drafted email as a reusable template. You need to select the correct file type for Outlook to recognise it as a template.

With your drafted email message open and active, click on the 'File' tab in the top left corner of the message window. This will open the Backstage view.
From the options on the left, click on 'Save As'.
A 'Save As' dialogue box will appear. First, choose a location where you want to save your template. A common and recommended place is the default Outlook templates folder, but you can choose any folder that's easy for you to find.
In the 'File name:' field, give your template a clear and memorable name, such as "Weekly Project Report Template" or "Customer Service Reply".
This is the crucial part: Click on the 'Save as type:' dropdown menu. From the list of options, select 'Outlook Template (*.oft)'. This tells Outlook that you are saving a template, not a regular email or document.
Finally, click the 'Save' button.

Once saved, you can close the email message window without sending it. Your template is now ready to be used!

Watch out: If you save the file as a regular 'Outlook Message Format (*.msg)' or 'HTML File (*.htm)', it will not function as an Outlook template. You must select 'Outlook Template (*.oft)'.

Find and Use Your Saved Template

Now that your template is saved, you'll want to know how to open it and start a new email based on its content. There are a couple of ways to do this.

Method 1: Using the 'New Items' Menu

In the main Outlook window (not the new email message window), go to the 'Home' tab on the ribbon.
In the 'New' group, click on 'New Items'.
Hover your mouse over 'More Items'.
Then select 'Choose Form...'.
In the 'Choose Form' dialogue box, click the dropdown menu next to 'Look In:' and select 'User Templates in File System'.
You should now see a list of all the templates you have saved. Select the template you want to use and click 'Open'.

Method 2: Using the Developer Tab (recommended for frequent use)

This method is quicker if you use templates often, but it requires enabling the Developer tab first (see next step if you don't have it).

In the main Outlook window, click on the 'Developer' tab in the ribbon.
In the 'Forms' group, click on 'Choose Form'.
Follow steps 5 and 6 from Method 1 above.

A new email message will open, pre-filled with the subject line and body text from your template. You can now customise it with specific details and send it as a regular email.

Make the Developer Tab Visible (If Needed)

If you don't see the 'Developer' tab in your Outlook ribbon, you'll need to enable it. This tab provides quick access to forms and templates, making it very useful for template users.

In the main Outlook window, click on the 'File' tab.
On the left-hand menu, click on 'Options' (usually at the very bottom). This opens the Outlook Options dialogue box.
In the 'Outlook Options' box, select 'Customise Ribbon' from the left-hand menu.
On the right side of the 'Customise Ribbon' section, under 'Main Tabs', you'll see a list of available tabs. Look for 'Developer'.
If the checkbox next to 'Developer' is empty, click it to select it.
Click 'OK' to close the Outlook Options box.

The 'Developer' tab should now appear in your Outlook ribbon, making it easier to access your saved templates using the 'Choose Form' option.

Tip: Enabling the Developer tab is a one-time setup. Once it's visible, it will stay there for future Outlook sessions.

Quick Reference

Situation	Use this	Why
Saving a new template	File > Save As > Outlook Template (*.oft)	Ensures Outlook recognises the file as a reusable template for new messages.
Opening a template for use	Home tab > New Items > More Items > Choose Form > User Templates in File System	This path directly accesses your saved .oft files to start a new message.
Quick access to templates	Enable Developer tab > Developer tab > Choose Form	The Developer tab streamlines access to templates, ideal for frequent users.
Template content needs updating	Open .oft file, make changes, File > Save (overwriting original)	To update an existing template, open it, edit it, and save it again under the same name and type.

Common Problems When You Save an Email Template in Outlook

Even though saving templates is straightforward, you might encounter a few common issues. Here’s how to troubleshoot them:

Problem: "Outlook Template (*.oft)" option is missing from the 'Save as type' list.

Reason: This usually happens if you're not in a new email message window or if you're trying to save from the main Outlook window instead of the message window itself. It can also occur if you are using the web version of Outlook, which handles templates differently.

Fix: Make sure you have an active, unsent email message window open (as if you were about to send a new email). Click 'File' from within that message window, then 'Save As'. The 'Outlook Template' option should then be available. Confirm you are using the desktop application of Outlook.

Problem: Attachments I added to the draft email aren't included in the template.

Reason: Outlook Templates (.oft files) are designed to save the subject, body text, and formatting, but not attachments. Attachments can change frequently, so they are not embedded into the template itself.

Fix: This is expected behaviour. You will need to manually attach any necessary files each time you create a new email from the template. For highly repetitive attachments, consider saving them in an easily accessible folder on your computer or cloud storage, or use a tool like Quick Parts (see Advanced Tips) for text snippets that might include instructions to add specific attachments.

Problem: I can't find my saved template after closing Outlook.

Reason: You might have saved the template in a non-standard location, or you're looking in the wrong place to open it.

Fix:

To find where it was saved: When you performed the 'Save As' step, note down the folder shown in the 'Save As' dialogue box. The default location is often a hidden folder like C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates.
To open it: Use the "How to Find and Use Your Saved Template" steps described earlier. Specifically, navigate to 'Home' tab > 'New Items' > 'More Items' > 'Choose Form...' and then select 'User Templates in File System' from the 'Look In:' dropdown. This method will automatically look in the correct default locations.

Problem: My template opens, but the formatting looks incorrect or elements are missing.

Reason: This can happen if the original email you saved as a template had complex formatting or if there was an issue during the save process. Sometimes, copying and pasting content from other sources (like webpages or Word documents) can bring hidden formatting that doesn't translate perfectly into an Outlook template.

Fix:

Re-create the template: Open a brand new email and type out the content directly, or paste it as plain text and then re-apply formatting within Outlook. This ensures clean formatting.
Simplify formatting: If you're using very complex layouts, tables, or images, try simplifying them. While templates support basic formatting, overly complex designs might not always render consistently.
Test: Always test your newly saved template by opening it immediately to ensure it looks as expected before relying on it.

Advanced Tips for Saving Email Templates in Outlook

Once you're comfortable with the basics, these tips can help you get even more out of your Outlook email templates.

Organising Your Templates with Custom Folders

If you create many templates, the default folder can become cluttered. You can create your own template folders to keep things tidy:

First, create a new folder on your computer (e.g., "Outlook Templates - Work" or "Sales Team Templates") in a location you can easily access.
When you 'Save As' your email as an 'Outlook Template (*.oft)', navigate to this new folder you created before clicking 'Save'.
To use templates from your custom folder, you'll still go to 'Home' > 'New Items' > 'More Items' > 'Choose Form...'. In the 'Choose Form' dialogue box, instead of 'User Templates in File System', click the 'Browse...' button. Navigate to your custom folder, select your template, and click 'Open'.

Using Quick Parts for Reusable Text Snippets

While templates are great for entire emails, Quick Parts are perfect for reusable blocks of text, paragraphs, or even images that you might use within different emails, not just full templates.

In a new email message, type or paste the text you want to save as a Quick Part.
Select the text.
Go to the 'Insert' tab on the ribbon.
In the 'Text' group, click on 'Quick Parts'.
Select 'Save Selection to Quick Part Gallery...'.
Give it a name and click 'OK'.

To insert a Quick Part, simply go to 'Insert' > 'Quick Parts' and select it from the gallery. You can even combine Quick Parts within a template for even greater efficiency!

Sharing Templates with Colleagues

Email templates can be a powerful tool for teams to maintain consistent communication. Since templates are saved as individual .oft files, you can share them just like any other file:

Locate the .oft file of your template on your computer (check the default templates folder or your custom folder).
You can then attach this .oft file to an email, upload it to a shared drive, or use any file-sharing method.
Your colleagues can then save the .oft file to their own Outlook templates folder (usually C:\Users\[Their Username]\AppData\Roaming\Microsoft\Templates) or any other location they choose.
Once saved, they can access it using the 'Choose Form...' method.

This is excellent for ensuring everyone in a team uses the same professional language and format for common communications.

Keyboard Shortcut for Creating a New Email from a Template (Advanced)

For ultimate speed, once you've enabled the Developer tab, you can add a Quick Access Toolbar button for "Choose Form".

Click the small down arrow at the very top of your Outlook window (the Quick Access Toolbar).
Select 'More Commands...'.
In the 'Outlook Options' box, under 'Choose commands from:', select 'All Commands'.
Scroll down and find 'Choose Form...' (it will have three dots).
Click 'Add >>' to move it to your Quick Access Toolbar.
Click 'OK'.

Now, whenever you click this new button on your Quick Access Toolbar, it will directly open the 'Choose Form' dialogue box, saving you several clicks.

How To Save An Email Template In Outlook FAQ

Q: What is the main difference between an Outlook template and a Quick Part?

A: An Outlook template (.oft file) saves an entire email message, including the subject line, body text, and formatting, ready to be used as a new email. A Quick Part is a reusable snippet of text, a paragraph, or even an image that you can insert into any email message you're currently writing. Templates are for whole messages; Quick Parts are for parts of messages.

Q: Can I save templates in Outlook Web App (OWA) or Outlook.com?

A: The method described in this guide is for the Outlook desktop application on Windows. Outlook Web App has its own template features, often called "My Templates" or "Responses," which are accessed differently and not saved as .oft files. This guide does not cover OWA templates.

Q: Where does Outlook save templates by default?

A: By default, Outlook templates are usually saved in a hidden folder on your computer. The typical path is C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. You don't usually need to access this folder directly, as Outlook's 'Choose Form' option will find them for you.

Q: Can I edit a saved template?

A: Yes, you can edit a saved template. To do so, you first need to open it using the 'Choose Form' method (as if you were going to send a new email from it). Make your desired changes in the message window. Then, go to 'File' > 'Save As', navigate to the original location of the template, select 'Outlook Template (*.oft)' as the type, and click 'Save'. You will be asked if you want to replace the existing file; click 'Yes'. This will overwrite the old template with your updated version.

Q: Do templates include my email signature?

A: Typically, no, a saved .oft template does not embed your signature. When you open a template, it acts like creating a new email, and Outlook will automatically insert your default email signature (if you have one set up) at the bottom of the message, just as it would with any new email you compose from scratch.

Final Checklist for How To Save An Email Template In Outlook

Before you consider yourself an expert in Outlook email templates, quickly run through this checklist to ensure everything is set up correctly:

You are using the Outlook desktop application for Windows.
You opened a new email message window to draft your template.
You have drafted your template with the correct subject, body text, and formatting.
You used 'File' > 'Save As' from within the message window.
You selected 'Outlook Template (*.oft)' from the 'Save as type:' dropdown menu.
You gave your template a clear and memorable file name.
You know how to open your template using 'Home' > 'New Items' > 'More Items' > 'Choose Form...'.
You have considered enabling the 'Developer' tab for quicker template access if you use them often.
You have tested opening your saved template to confirm it appears as expected.
You understand that attachments are not saved within the .oft template file.

By following these steps and checks, you can confidently create and use email templates in Outlook, saving you valuable time and ensuring consistency in your communications.