How to create an email template in Outlook
Outlook has two different template systems, and which one you get depends on your version:
- New Outlook for Windows and Outlook on the web use My Templates. Quick, text-only, stored with your account.
- Classic Outlook for Windows (and Mac) saves templates as .oft files. They keep formatting, images, attachments and even the subject and recipients.
Steps for both are below. Need template text? Build one with the template builder on this page, then paste it into Outlook.
Email template builder
New Outlook and Outlook on the web: My Templates
Create a template:
- Click New mail.
- In the message toolbar, click the Apps icon (or the three dots ...), then My Templates. On some versions you'll find it under Insert, then My Templates.
- In the My Templates panel, click + Template.
- Give it a title, paste or type the body, and click Save.
Use a template:
- Start a new message or reply.
- Open My Templates the same way.
- Click the template you want. Its text is inserted where your cursor is.
My Templates stores text and basic formatting only. It doesn't save the subject line, recipients or attachments.
Classic Outlook for Windows: save as an .oft template
Create a template:
- On the Home tab, click New Email.
- Write the message. Add a subject, formatting, images or attachments if you want them in every copy.
- Click File, then Save As.
- In the Save as type box, choose Outlook Template (*.oft).
- Give it a name and click Save. Outlook stores it in your Templates folder by default.
Use a template:
- On the Home tab, click New Items, then More Items, then Choose Form.
- In Look In, select User Templates in File System.
- Pick your template and click Open.
- Edit anything you need, add recipients and send.
Tip: pin the Choose Form command to the Quick Access Toolbar so it's one click next time.
Classic Outlook: Quick Parts for reusable snippets
If you only need to reuse a paragraph, Quick Parts is faster than a full template:
- Write the text in a new email and select it.
- Go to Insert, then Quick Parts, then Save Selection to Quick Part Gallery.
- Name it and click OK.
- Next time, go to Insert, then Quick Parts, and click it. Or type the name and press F3.
Outlook for Mac
- Write a new email.
- Click File, then Save as Template.
- Name it and save.
- To use it, go to File, then New, then New Email from Template, and pick it.
In the new Outlook for Mac you can also use My Templates from the message toolbar, as in Outlook on the web.
How to edit or delete a template
- My Templates: open the panel, hover over the template and use the edit or delete option.
- .oft files: open the template with Choose Form, make your changes, then File, Save As, and save it as an .oft with the same name to overwrite it. To delete one, remove the file from the Templates folder in File Explorer.
Frequently asked questions
How do I create an email template in Outlook?
In new Outlook or on the web: New mail, Apps or ..., My Templates, + Template, then Save. In classic Outlook: write the email, then File, Save As, Outlook Template (*.oft).
Where are Outlook templates stored?
My Templates are stored in your mailbox and sync between devices. Classic .oft templates are saved in your Windows Templates folder, usually C:\Users\[you]\AppData\Roaming\Microsoft\Templates.
Can Outlook templates include attachments?
Classic .oft templates can include attachments, subject lines and recipients. My Templates in new Outlook and on the web is text only.
Why can't I find My Templates in Outlook?
Your administrator may have hidden it, or the add-in may be turned off. Try the Apps button in the message toolbar, or the three-dot menu.
Can I share Outlook templates with my team?
You can share .oft files like any other file. For shared templates in new Outlook, many teams use a shared mailbox or a third-party template add-in.