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.
How Do I Create An Email Template In Outlook
Creating an email template in Outlook saves you from typing the same message over and over again. It's perfect for regular tasks like sending weekly reports, answering common customer questions, or distributing project updates. A template stores your subject line, body text, formatting, and even attachments, letting you create a new, consistent email in just a few clicks. This guide will walk you through creating and using templates in both the classic desktop version of Outlook and the newer web-based versions, ensuring you can work efficiently no matter which one you use.
Fast Answer
- In Classic Outlook: Write a new email, then go to File > Save As. Change the 'Save as type' to Outlook Template (*.oft).
- In New/Web Outlook: Open a new email, click the [...] menu, select My Templates, and create your template there.
Before You Start
- Microsoft Outlook Account: You will need an active Outlook account, either through a Microsoft 365 subscription or a free Outlook.com address.
- Outlook Application: This guide covers the desktop application for Windows/Mac as well as the web version (Outlook.com) and the "New" Outlook.
- Template Content: Have an idea of the text, subject line, and any files you want to include in your template.
Step-by-Step Instructions
We'll start with the most common method for the traditional Outlook desktop application, then cover the process for the newer versions. Follow the section that matches your software.
Method 1: For the Classic Outlook Desktop App
This method creates a powerful `.oft` file that can store rich formatting, images, and attachments. It's the most robust option if you use the installed desktop software.
Step 1: Compose Your Base Email
First, open Outlook and create a new, blank email message. You can do this by clicking the New Email button on the Home tab of the ribbon menu. This blank message will be the canvas for your template.
Think of this as the master copy. Write everything you want to be included every time you use the template. This includes the subject line, the body of the email, and any standard attachments.
Step 2: Add and Format Your Content
Now, fill in the details. In the Subject field, type the subject line you want to reuse. For example, "Weekly Project Status Update" or "Thank You for Your Enquiry".
In the main body, write your message. You can use all of Outlook's formatting tools: change fonts and colours, use bold or italics, create bulleted or numbered lists, and insert images. To make the template more flexible, use placeholders in square brackets for information that will change each time, such as [Client Name], [Date], or [Invoice Number]. This reminds you what to customise later.
If you need to include the same file every time (like a brochure or a form), attach it now by going to the Insert tab and clicking Attach File. The attachment will be saved inside the template.
Step 3: Save as an Outlook Template (.oft)
This is the most critical step. With your email composed, go to the File tab in the top-left corner of the message window (not the main Outlook window).
From the File menu, select Save As. A dialog box will appear. Navigate to the "Save as type" dropdown menu and change it from the default "Outlook Message Format" to Outlook Template (*.oft).
When you select this option, Outlook will automatically change the save location to its default templates folder. It's best to leave this as is, as it makes the template easy to find later. Give your template a descriptive name, like "Weekly Report" or "Client Welcome," and click Save. You can now close the original email message without saving it as a draft.
Step 4: Use Your New Template
To use your saved template, you don't just double-click the file. Instead, go to the main Outlook window. On the Home tab, click New Items, then hover over More Items, and select Choose Form....
In the "Choose Form" window that opens, click the dropdown menu for "Look In:" and select User Templates in File System. You should see your saved template in the list. Select it and click Open. A brand new, unsent email will appear, populated with all the content from your template, ready for you to fill in the placeholders and send.
Method 2: For New Outlook & Outlook on the Web
The newer versions of Outlook handle templates differently. They use a simple add-in called "My Templates" which syncs across the web and the "New" desktop app. These templates are simpler and cannot include attachments, but they are very convenient.
Step 1: Open a New Message and Find 'My Templates'
Start by composing a new email. In the message window, look at the ribbon menu at the top. Click the [...] icon (often labelled "More apps" or similar) to see more options. From this menu, select My Templates.
A new pane will open on the right side of your message window. This is where you'll manage your templates. If you don't see "My Templates," you may need to add it by clicking "Get Add-ins" and searching for it.
Step 2: Create a New Template in the Add-in
In the "My Templates" pane, you'll see a few default examples. To create your own, click on + Template. This will open a small editor where you can add your content.
Give your template a clear Title. This is the name you'll click on to insert it, so make it short and descriptive (e.g., "Follow-up Enquiry"). Below the title, type or paste the body of your email. You have basic formatting options like bold, italics, and lists available. When you're finished, click Save.
Step 3: Insert Your Template into an Email
Using these templates is incredibly fast. Whenever you're writing an email, simply open the My Templates add-in as you did before. In the pane, click on the title of the template you want to use. The body text will be instantly inserted into your email at the current cursor position. You can then customise it, add a subject line, and send it on its way.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| You need to include attachments or complex formatting. | Classic Outlook (.oft file) | This method saves the entire email, including files, as a single template. |
| You need quick, simple text snippets you can access online. | My Templates Add-in | It's fast, easy, and syncs across the web and New Outlook app. |
| You want to share a template with a colleague. | Classic Outlook (.oft file) | You can email the `.oft` file to them, and they can save it to their own templates folder. |
| You want to use a template and automate other steps. | Outlook Quick Steps | A Quick Step can apply a template, move the email, and mark it as read all in one action. |
Common Problems When You Create An Email Template In Outlook
| I saved my template but now I can't find it. |
This is common with `.oft` files. The key is using the Choose Form dialog, not trying to find the file in Windows Explorer. Make sure that in the "Choose Form" window, you have set the "Look In:" dropdown to User Templates in File System. Outlook automatically saves templates to a hidden system folder, so this is the correct way to access them. |
|---|---|
| My formatting disappears or looks strange. |
This can happen if you copy and paste text from another source, like a website or a Word document, which brings along hidden formatting code. To avoid this, try pasting the text using Paste as Plain Text (right-click and look for the option) and then apply formatting within Outlook itself. Sending a test email to yourself is a great way to see how it will appear to recipients. |
| The "My Templates" add-in is missing from my ribbon. |
If you're using New Outlook or Outlook on the Web and can't see the add-in, you may need to install or enable it. In a new message, click the [...] icon, select Get Add-ins, and search for "My Templates." It's an official Microsoft add-in. Once added, it should appear in your menu. |
| How do I edit an existing template? |
For .oft templates, you need to open the template file itself. The easiest way is to go through the Choose Form dialog again. When you see your template listed, opening it creates a new email. To edit the master file, you'll need to navigate to the templates folder directly (typically `C:\Users\YourUsername\AppData\Roaming\Microsoft\Templates`), right-click the file, and choose Open. Make your changes and click Save. For the My Templates add-in, simply open the pane, hover over the template you wish to change, and click the pencil (edit) icon. Make your edits and save. |
Advanced Tips for Email Templates in Outlook
- Pin Templates for Faster Access: If you use `.oft` templates frequently in Classic Outlook, the "New Items > More Items > Choose Form" process can feel slow. You can add a shortcut directly to your main ribbon. Go to File > Options > Customize Ribbon. Under "Choose commands from:", select "All Commands." Find "Choose Form..." in the list, and add it to a new custom group on your Home tab. This gives you one-click access.
- Combine Templates with Quick Steps: Quick Steps are a powerful automation feature. You can create a Quick Step that starts a new message using a specific template. Go to the Home tab, find the Quick Steps gallery, and select Create New. Under "Actions," choose "New Message." Click "Show Options" and you can define the subject, text, and flags. This is great for multi-step processes you do often.
- Use Placeholders for Dynamic Content: When writing your template text, make your placeholders obvious. Using a unique format like --FILL IN-- or [Insert Client Details Here] makes them easy to spot with a quick search (Ctrl + F) before you hit send. This prevents you from sending an email with an embarrassing, un-customised placeholder still in it.
- Organise Your Shared Templates: If your team needs to use the same set of templates, emailing `.oft` files can get messy. A better solution is to save the template files in a shared location, such as a SharePoint document library or a shared network drive. Each team member can then access them from that central repository. This ensures everyone is using the latest, approved version.
How Do I Create An Email Template In Outlook FAQ
Can I include attachments in an Outlook template?
Yes, but only when using the Classic Outlook desktop app and saving as an `.oft` file. The attachment is embedded within the template. The My Templates add-in for New/Web Outlook does not support attachments; it is for text only.
What is the difference between an Outlook template and a signature?
A signature is a small block of text and images (like your name, title, and contact info) that is automatically appended to the end of your emails. A template is a full, pre-written email, including the subject line, body content, and formatting, which you manually choose to use to create a new message.
Do Outlook templates work on the mobile app?
Generally, no. The `.oft` files created with the desktop app are not accessible on mobile. Templates created with the My Templates add-in may sync to the Outlook mobile app if the app supports add-ins, but functionality can be limited. For guaranteed mobile access, a simpler solution might be to save your template text in a notes app on your phone and copy-paste it.
Is there a limit to the number of templates I can create?
There is no practical limit. For `.oft` files, you are only limited by the storage space on your computer. The "My Templates" add-in has a storage capacity, but it is very large and unlikely to be reached by the average user.
Can I use a template for a meeting invitation or reply?
You can create templates for meeting invitations just like emails by starting with a New Meeting request and saving it as an `.oft` file. To use a template for a reply, you would open the template as a new message, copy the content, and then paste it into your reply window. Outlook's Quick Steps feature can also be configured to create a reply with pre-set text, which is often a faster workflow.
Final Checklist for Creating an Outlook Email Template
- Identify Your Outlook Version: Have you confirmed if you're using Classic Desktop or the New/Web version? This determines which method to follow.
- Draft Your Content: Is your subject line (for `.oft` files) and body text written? Have you included clear placeholders like [Name] for easy customisation?
- Save Correctly: If using the desktop app, did you remember to go to File > Save As and choose the Outlook Template (*.oft) file type?
- Use the Add-in for Web: If using Outlook on the Web, have you located the My Templates add-in and saved your text there?
- Test Your Template: Have you tried opening the template to create a new message? Send a test to yourself to ensure all formatting, images, and attachments appear correctly.
- Plan for Access: Do you know the exact steps to find and use your template again? For `.oft` files, it's via New Items > More Items > Choose Form....