Outlook Form Templates: Create and Save One

To create a reusable custom form in classic Outlook for Windows, enable the Developer tab, choose Developer > Design a Form, add the fields you need, then publish it to your Personal Forms Library. If you only need a reusable email with standard text, save it as an Outlook Template (.oft) instead; that is a different, simpler feature. Custom form design is not available in new Outlook or Outlook for Mac.

What You’ll Need

Classic Outlook for Windows connected to the mailbox or data file where you want to use the form. The form designer is not supported in new Outlook for Windows or Outlook for Mac.
A clear idea of the information the form should collect, such as a request type, due date, or department. Decide which details should be required and which can be optional.
Permission to publish to the destination you choose. Your Personal Forms Library is normally suitable for your own use. Sharing a form across an organization may require an administrator or access to an Organizational Forms Library.
If you only need reusable message wording, use an Outlook email template (.oft) or the My Templates feature instead of designing a custom form.

Step-by-Step

Confirm which kind of template you need. A custom Outlook form can provide its own fields and layout for collecting or displaying information, and can be published for later use. An .oft email template is a saved message that can include a subject, body text, formatting, and attachments. It does not create a new data-entry form. If the goal is a repeatable intake process with named fields, continue with the custom form steps. If the goal is to reuse a standard email, see the alternative in step 8.
Open classic Outlook and show the Developer tab. Select File > Options > Customize Ribbon. In the list on the right, check Developer, then select OK. The Developer tab should now appear on the Outlook ribbon. If you do not see File > Options or the Developer tab, verify that you opened classic Outlook for Windows rather than new Outlook. Your organization may also manage ribbon settings.
Start with the closest built-in form. Select Developer > Design a Form. In the Design Form dialog, select a form type such as Message, then select Open. Starting from Message is appropriate for a form that will be composed and sent as an email. Other form types can be useful for different Outlook items, but choose one that matches the item you need; a message form is not interchangeable with a task or appointment form.
Choose the page and fields. Outlook opens the item in design mode. Use the page tabs to select where you want the fields to appear. Open the Field Chooser, select the relevant field category, and drag existing fields onto the form. To create a new field, use New in the Field Chooser, enter a clear name, select the appropriate data type, and add it to the form. Use simple names such as Request Type or Required By, and choose a data type that fits the expected answer. A date field is more suitable for a deadline than a free-text field.
Arrange the form so it is easy to complete. Move fields into a logical order, group related questions, and leave enough room for longer responses. Use the controls available in the form designer when you need to change labels or add visual elements. Keep the form focused: every field should help someone submit, route, or review the request. A long form with duplicate questions is harder to complete and more likely to be abandoned.
Set and review field behavior. Select each field or control and inspect its available properties. Check the label, default value, and any options relevant to that control. Do not assume a field is mandatory simply because it is visible; Outlook form design does not make every control enforce required completion in the same way a dedicated survey or database system might. If a response is essential, make that clear in the label or instructions and test what happens when the field is left blank.
Test the form before publishing. In design mode, use the form’s preview or run option if available, or close the designer and open the form as a user would. Enter sample information, check that labels and values are readable, and confirm that the intended fields appear on the message. Send a test to yourself if recipients need to receive the completed message. Review the result in the recipient view as well: a layout that looks fine in the designer may be confusing in an actual message.
Publish the custom form. Return to the designer and choose Developer > Publish > Publish Form As. In the Publish Form As dialog, enter a display name that users can recognize. For personal use, set Look In to Personal Forms Library, then select Publish. If you publish to another library, make sure you have permission and that the intended users can access it. Publishing saves the form for reuse; it does not automatically send it to other people or make it available in every Outlook installation.
Open the published form when you need it. In classic Outlook, select Developer > Choose Form. Set Look In to Personal Forms Library, select the form by its published name, and choose Open. Fill it in and send or save the item as appropriate. If the form is associated with a particular Outlook folder or library, select the matching location in Look In. If users need access from other computers, confirm that the library and form are available in those Outlook profiles rather than assuming a personal-library form travels with the message.
For reusable email wording, save an .oft instead. Create a new message and enter the subject, body, formatting, and any content you want to reuse. Select File > Save As, choose Outlook Template (*.oft) as the file type, choose a location, and save. To open it later in classic Outlook, use Home > New Items > More Items > Choose Form, set Look In to User Templates in File System, select the template, and choose Open. In new Outlook or Outlook on the web, the My Templates add-in may be available for reusable snippets; availability depends on your account and organization. That feature is not the same as publishing a custom Outlook form.

Common Mistakes

Confusing a form with an email template. A custom form adds a designed Outlook item experience; an .oft reuses message content. Choose based on whether you need structured fields or simply want to avoid retyping an email.
Using new Outlook for a classic form-design task. New Outlook does not provide the classic custom form designer. Switch to classic Outlook for Windows if your organization still provides it, or use another supported tool for collecting structured responses.
Publishing without testing. A published form can still contain awkward labels, incorrect field types, or a layout that does not display as expected. Test a completed item and, where relevant, the message as received by another person.
Assuming personal publishing shares the form. Personal Forms Library is intended for your Outlook profile, not automatic distribution to a team. Coordinate with your administrator about an organizational publishing location if multiple people need to use it.
Adding too many fields or unclear labels. Use plain language, avoid asking for the same information twice, and include a short instruction when a field may be misunderstood.

Tips

Give the form a distinctive published name, such as IT Equipment Request, so it is easy to find in Choose Form.
Use standard Outlook fields where they fit. Standard fields are easier to recognize and may be more useful than creating several custom fields with overlapping purposes.
Keep a short note outside the form describing its purpose, owner, and publishing location. This helps colleagues find the right version and know whom to contact when it needs an update.
When updating a published form, consider how existing users will receive the change. Tell them what changed and whether they need to select the form again or use a different published version.
For a quick reusable email, consider My Templates in new Outlook or Outlook on the web if your organization has enabled it. It is usually less work than designing a custom form, but it does not provide the same form behavior.

Troubleshooting

Developer is missing: In classic Outlook, go to File > Options > Customize Ribbon and enable Developer. If that option is unavailable, your Outlook version or organization policy may restrict it. Confirm the app name and version before following classic Outlook instructions.

Design a Form is unavailable or the dialog looks different: Make sure you are in classic Outlook for Windows and that an Outlook item is open or selected as required. The form designer is not supported in Outlook for Mac, Outlook on the web, or new Outlook. For those versions, use an available email-template feature or a separate form service if you need structured responses.

The form does not appear in Choose Form: Open Developer > Choose Form and check the Look In setting. A form published to Personal Forms Library will not appear when the dialog is looking in another location, such as User Templates in File System. Confirm that the publish operation completed and that the name you are searching for is the published display name.

A coworker cannot find the form: Check whether it was published only to your Personal Forms Library. Ask your Outlook or Microsoft 365 administrator about an approved shared library and permissions. Sending someone a completed message or an .oft file does not necessarily install a custom form into that person’s Outlook.

The opened item does not look right: Reopen the form in design mode, check field placement and labels, then publish the corrected version and test it again. If the recipient’s Outlook view differs, compare the completed message in both accounts and simplify complex layouts. Avoid relying on a preview alone.

Frequently Asked Questions

Can I create a custom Outlook form in new Outlook?
No. The classic custom form designer is a classic Outlook for Windows feature. New Outlook does not currently include the same design-and-publish workflow.

Can I create an Outlook form on a Mac?
Outlook for Mac does not provide the classic Windows custom form designer. You can use an email-template option available to your account, or use a separate form tool for structured submissions.

What is the difference between an Outlook form and an .oft template?
A custom form can define an Outlook item’s fields and layout. An .oft file is a reusable message template containing things like a subject and body. Use an .oft when you need standard wording, not a custom data-entry workflow.

Can I share a form with my team?
Yes, if your organization has a shared publishing location and you have permission to publish there. A form saved only in your Personal Forms Library should not be assumed to be available to colleagues.

Can I make every field required?
Do not assume that displaying a field makes it mandatory. Check the field or control’s available properties and test the form. If your process must block incomplete submissions, use a tool designed to enforce required answers.

Where do I find an .oft template after saving it?
In classic Outlook, use Home > New Items > More Items > Choose Form, then select User Templates in File System under Look In. Browse to the saved template if it is not listed.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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