How to Create a Template in Outlook 2016

To create an email template in Outlook 2016 for Windows, compose a message, choose File > Save As, select Outlook Template (*.oft) as the file type, and save it. To use it later, choose Home > New Items > More Items > Choose Form, select User Templates in File System, and open the template. This saves reusable message content and formatting so you do not have to build the same email from scratch each time.

What You’ll Need

Outlook 2016 for Windows, installed and set up with an email account.
The message text, subject, formatting, and any other details you want to reuse. Leave personal or changeable information out, or use clear placeholders such as [Customer name].
A folder where you can save the template. Outlook normally uses its Templates folder, but you can choose another location if you want to keep a separate copy.

The instructions below are for the classic Outlook 2016 desktop program on Windows. Outlook 2016 for Mac does not use the same .oft and Choose Form workflow, so the menu paths below will not match that version.

Step-by-Step

Start a new email. In Outlook, select Home > New Email. You can also use Ctrl+N from the Mail view. A new message window opens. For a template with a particular layout, use the normal formatting options in the message window, such as font, paragraph alignment, and bullets. Create the message in a new window rather than trying to save a reply or an existing message as a template; this gives you a clean starting point.
Enter the reusable details. Add a subject and type the message body you want to keep. You may include a standard greeting, instructions, a sign-off, or links that will be the same each time. If the template should go to the same people every time, you can add recipients, but review those fields carefully before sending a message made from it. For a general-purpose template, leave To, Cc, and Bcc blank.
Mark details that need changing. Replace information that varies by recipient or situation with obvious prompts, for example [First name], [Order number], or [Appointment date]. Use square brackets or another consistent marker so placeholders are easy to find. Do not leave example customer data, confidential information, or a real recipient’s address in a template that other people might reuse. Outlook will not automatically fill these prompts in for you; the person using the template must replace them.
Save the message as an Outlook template. In the message window, select File > Save As. In the Save As dialog, open the Save as type list and choose Outlook Template (*.oft). Enter a clear file name, such as Appointment confirmation, and select Save. Outlook typically opens the Templates folder automatically. If you choose another folder, remember where it is, because you may need to browse to it when opening the template.
Close the message window. After saving, close the template message. If Outlook asks whether to save changes, avoid saving an additional draft unless you specifically want one; the .oft file is the template. If you made more edits after saving and want them included, use File > Save As again and save the revised message as an Outlook Template, replacing the previous file if appropriate.
Open the template to check it. Return to the main Outlook window and select Home > New Items > More Items > Choose Form. In the Choose Form dialog, set Look In to User Templates in File System. Select your template from the list and choose Open. Outlook opens a new message based on the saved file. If you saved the .oft elsewhere and it does not appear in the list, use the dialog’s browse option to locate the file.
Check the new message before sending. Confirm that the subject and body are correct, replace every bracketed prompt, and verify the To, Cc, and Bcc fields. Check links, dates, prices, attachments, and any wording that could change over time. Then send the message or close it without sending. Opening a template creates a message to work with; it does not update the saved .oft file when you edit that new message.

To revise the template later, open the .oft file, make the changes, and save it again with File > Save As and the Outlook Template file type. Avoid assuming that editing a message created from the template changes the original: it changes only that individual message.

Common Mistakes

Saving in the wrong format. Choosing Outlook Message Format or another file type does not create an Outlook template. Check that the file type says Outlook Template (*.oft) before saving.
Looking in the wrong place. Templates saved to a custom folder may not show under User Templates in File System. Browse to the folder you selected or save the template in Outlook’s usual Templates folder.
Leaving real data behind. A template can retain its subject, recipients, and other message details. Remove private information and use conspicuous placeholders instead.
Expecting placeholders to fill themselves. Text such as [First name] is only a reminder. Outlook does not replace it with contact information automatically.
Editing the wrong copy. Changing a message opened from a template does not normally revise the saved template. Update and save the .oft file itself when the standard wording needs to change.

Tips

Use descriptive names. A name such as Sales – follow-up after demo is easier to identify than Template 1. If you make several versions, add a date or version label to distinguish them.
Keep templates focused. Make one template for each recurring task rather than creating a long message with many sections that users must delete. Short, clear placeholders reduce the risk of sending unfinished text.
Test with a safe recipient. Open the template and send a test to yourself or save it as a draft. This helps reveal broken formatting, incorrect links, and missing information before you use it with a customer or colleague.
Review time-sensitive content. Check contact details, policy wording, prices, and links periodically. A reusable template can keep old information in circulation if nobody owns the task of reviewing it.
Keep a backup if the wording matters. You can copy the .oft file to a work folder or approved shared location. If coworkers need to use it, confirm they have access and give them instructions for opening it; a file saved on your computer is not automatically shared with them.

Troubleshooting

The template is missing from Choose Form. Open Home > New Items > More Items > Choose Form and check the Look In list. Choose User Templates in File System. If it is still absent, confirm that the file was saved as an .oft file and browse to the folder where it was saved. A template saved in a different folder will not necessarily appear in the usual list.

Outlook will not open the file or the file type is wrong. Return to the original message or recreate it, then use File > Save As and select Outlook Template (*.oft). Check the filename extension and make sure the file was not renamed to .oft after being saved in another format; changing the extension alone does not convert a file.

The template opens with old text or recipients. The saved .oft file contains the details that were present when it was saved. Open that template, correct the subject, recipient fields, or body, and save the revised message again as an .oft file. When you test it, make sure you opened the revised file rather than a duplicate with a similar name in another folder.

The formatting looks different after opening or sending. Check the message format and simplify elements that may not display consistently, such as complex layouts or unusual fonts. Send a test message and view it in the recipient environment if possible; the appearance can vary with email clients and settings. Reopen the template and save your corrections if its saved formatting is the source of the issue.

The Mac instructions do not match. Outlook 2016 for Mac does not provide the Windows .oft and Choose Form steps described here. For a simple workaround, keep approved text in a saved draft or another accessible document and copy it into a new message, checking recipients and formatting each time. Do not expect a Windows .oft file to behave like a native Mac template.

Frequently Asked Questions

Where does Outlook 2016 save templates?

Outlook usually saves .oft templates in the Templates folder in your Windows user profile. The Save As dialog shows the location. If you choose another folder, note its path so you can browse to it later.

Can I include recipients or a subject in a template?

Yes. A saved .oft can retain a subject and recipient details that are present when you save it. Include only details that should be reused, and verify all address fields every time you open the template.

Can an Outlook template include an attachment?

You can add an attachment to the message before saving it as an .oft. Open the template afterward to confirm the attachment is present, and check that it is still current and appropriate before sending.

Does changing a message created from a template change the template?

No. Changes made to the newly opened message apply to that message, not the saved .oft file. To change the reusable version, edit and save the template file again.

Can I share an Outlook 2016 template with a coworker?

You can share the .oft file through an approved shared folder or another permitted method. The coworker needs access to the file and may need to browse to it in Choose Form. Keep access permissions and sensitive content in mind.

Does a template send automatically?

No. Opening an .oft creates a message for you to review. You still need to check its contents and select Send yourself.

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