How to Create an Email Template in Outlook (Every Version)

Every time a new client signs on, I send the same welcome email with the same checklist. For months, I dug it out of my Sent folder and edited it by hand, until I finally sent one with the last client's name still in it.

Here's how to create an email template in Outlook: write the email, then in new Outlook or Outlook on the web choose Mail template, then Save email as template on the Message tab. In classic Outlook for Windows, use File, then Save As, and pick Outlook Template (*.oft).

What is an Outlook email template?

An Outlook email template is a saved, reusable message you open, tweak, and send, so you never retype the same email twice. Outlook actually has three kinds, and which one you get depends on your version:

• Mail templates (new Outlook and Outlook on the web): full emails, including subject, recipients, formatting, and attachments.
• My Templates (most versions, including Mac with work accounts): short text snippets stored in your mailbox. Plain text with basic styling, no attachments.
• Template files (classic Outlook for Windows and Outlook for Mac): files saved on your computer, .oft on Windows and .emltpl on Mac.

How to create an email template in Outlook (new Outlook and the web)

In new Outlook for Windows and Outlook on the web, here's how to create a template in Outlook:

1. On the Home tab, select New, then Mail.
2. Write the email, including subject, recipients, and any attachments you want saved.
3. On the Message tab, select Mail template, then Save email as template.
4. Give it a name and select Save.

To use it, go to Home, then New, then Mail from template, and pick it from the Templates list. It opens as a normal draft, and your edits don't change the template. To manage or delete templates, open Settings, then Mail, then Templates.

If you don't see Mail template, your account may not have the feature yet. My Templates (below) works in the meantime.

How to use My Templates in Outlook

My Templates in Outlook is perfect for text you paste a lot, like directions to the office or a standard reply. It's an add-in, so it syncs through your mailbox to other devices.

1. Start a new email.
2. On the Message tab, select My Templates (in classic Outlook it may say View Templates).
3. In the pane that opens, select + Template.
4. Type a Title and the template text, then select Save.

To insert one later, open the same pane in a new message and click the template. The text drops into your email.

How to save an email as a template in Outlook (classic Outlook for Windows)

Classic Outlook uses .oft files. Here's how to save an email as a template in Outlook classic:

1. Select Home, then New Email (or press Ctrl + Shift + M).
2. Write the subject and body.
3. In the message window, select File, then Save As.
4. In Save as type, choose Outlook Template (*.oft).
5. Name it and select Save.

To use it, go to Home, then New Items, then More Items, then Choose Form. In Look In, pick User Templates in File System, select your template, and click Open.

For reusable chunks rather than whole emails, try Quick Parts. Select text in a message, then go to Insert, then Quick Parts, then Save Selection to Quick Part Gallery. Next time, Insert, then Quick Parts, and click it.

How to create an email template in Outlook for Mac

Outlook for Mac has its own Outlook email template format:

1. Write a new message.
2. Select File, then Save As Template.
3. Name it and select Save.

To use it, choose File, then New, then Mail From Template, and open your .emltpl file. My Templates is also on the message ribbon for Microsoft Exchange (work) accounts. If your Mac layout doesn't show these File menu options, My Templates is the easiest fallback.

Which Outlook template option should you use?

Here's my rule of thumb for choosing an Outlook email template type:

• Whole emails with attachments: Mail templates (new Outlook, web) or .oft files (classic).
• Short replies you reuse all day: My Templates, since it follows you across devices.
• Snippets inside longer emails: Quick Parts in classic Outlook.

When Outlook email templates won't work the way you expect (caveats)

A few honest limits to know before you create an email template in Outlook:

• Templates don't sync between classic and new Outlook. Your .oft files live on one PC and won't appear in new Outlook's template list, so re-save the ones you use most.
• Attachments depend on the type. Mail templates and .oft files keep attachments. My Templates and Quick Parts are text only.
• Add-ins may be off. If My Templates is missing, your organization may have disabled add-ins. Ask IT.
• Shared mailboxes are limited. Templates made in a shared mailbox often stay visible only to you.
• Double signatures. If your template already includes a signature, Outlook may add your default one too.

When I can't find a button in whichever Outlook I'm using that day, Guidy is my shortcut. It works like a live step-by-step guide for Windows and Mac (plus Chrome and Safari extensions) that reads my screen when I ask and points to the next click. It never clicks or types for me.

That's how to create an email template in Outlook in every version I use. For the meeting side of my week, I also rely on how to record a Teams meeting and how to add page numbers in Word.

FAQs

Where are Outlook templates stored?

It depends on the version. Classic Outlook saves .oft files on your PC, by default in your AppData\Roaming\Microsoft\Templates folder. New Outlook and Outlook on the web store Mail templates in the mailbox of the account you used. My Templates entries live in your primary mailbox, which is why they show up on other devices.

Can I share an Outlook email template with my team?

Yes, with .oft files. In classic Outlook, save the template as an .oft file and share it by email, Teams, or a shared folder, and coworkers can open it from Choose Form or by double-clicking it. My Templates and Mail templates are personal to your mailbox, so each person needs to create their own.

Why can't I find My Templates in Outlook?

Usually your organization has turned off add-ins, or your account type doesn't support it. On Mac, My Templates only works with Microsoft Exchange accounts. In classic Outlook, look for View Templates on the Message tab instead. If it's still missing, ask your IT team whether the My Templates add-in is allowed.

Can an Outlook template include attachments?

Yes, but only some types. Mail templates in new Outlook and Outlook on the web save attachments, and so do .oft templates in classic Outlook. My Templates and Quick Parts store text only. If your template needs a file every time, use one of the full-email options instead.