Outlook Create Draft Template: Save and Reuse Emails

To create a reusable email in Outlook, use an Outlook Template (.oft) in classic Outlook for Windows, or save reusable text in My Templates in new Outlook or Outlook on the web. An .oft file can preserve a complete message, while My Templates is better for inserting repeatable text into a new email; the right choice depends on which Outlook version you use and what you need to reuse.

What Outlook means by an email template

People often call any reusable email a draft template, but Outlook has several different ways to reuse content. A saved draft is an unfinished message that stays in your Drafts folder. An Outlook template is a separate reusable starting point that you can open to create a fresh message. My Templates is an add-in designed mainly for inserting prepared text into a message you are composing.

The distinction matters. If you keep one message in Drafts and edit it each time, you risk overwriting your original wording or sending the reference draft by mistake. A true template is intended to give you a fresh copy or insert text without replacing the saved source. Templates can save time on recurring messages such as appointment confirmations, project updates, routine requests, and customer-service replies.

Choose a method for your Outlook version

Before creating anything, check which Outlook you are using. Classic Outlook for Windows has a built-in .oft template format. New Outlook for Windows and Outlook on the web commonly use the My Templates add-in for reusable snippets. Outlook for Mac has different template options and menu layouts; do not assume that Windows instructions for saving an .oft file apply to it.

Need to reuse a complete message? Use an .oft template in classic Outlook for Windows. It can retain the subject and message content, and can also include formatting and other message details.
Need a short standard paragraph or reply? Use My Templates where it is available. It inserts saved text into a message you are writing.
Need a reusable full message in another Outlook version? Check whether that version supports a suitable template feature. Otherwise, keep a clearly named reference message or document and copy its content into a new message, taking care not to send the reference itself.

Microsoft changes Outlook interfaces over time, and an add-in can also depend on the account and organization’s settings. If My Templates is not visible, look in the compose window’s Apps or more-options area, or ask your Microsoft 365 administrator whether add-ins are available.

Create a full email template in classic Outlook for Windows

In classic Outlook for Microsoft 365 on Windows, create an .oft file from a new message. This is the most direct built-in option when you want a reusable message rather than a small block of text.

In Outlook, choose Home > New Email.
Enter the subject and message content you want to reuse. Add formatting if it is useful, but leave personal details, temporary dates, and recipient-specific information as placeholders.
In the message window, choose File > Save As.
In the Save as type list, select Outlook Template (*.oft), give the file a descriptive name, and save it.

To create a message from the saved template, use Home > New Items > More Items > Choose Form. In the Choose Form window, set Look In to User Templates in File System, select the template, and open it. The template opens as a new message, so you can personalize it before sending. If you saved the .oft somewhere else, browse to that location or open the file from its saved folder.

A useful naming example is Project update – weekly.oft. Choose names that describe the purpose rather than a recipient, and keep templates in a folder you can find. Treat the opened message as a starting point: check recipients, dates, attachments, and any placeholder text before sending.

Use My Templates in new Outlook or Outlook on the web

My Templates is suited to repeatable wording, such as a short acknowledgment, a standard explanation, or a closing paragraph. Start a new message, open Apps and choose My Templates. In some layouts, the option may be under the message window’s more-options menu. If it is not listed, check whether it can be added from the available apps or whether your account administrator has restricted add-ins.

In the My Templates pane, create a template, give it a recognizable name, and enter the text to reuse. Later, open My Templates while composing a message and select the saved entry to insert its content. Review the inserted text in context; it is not a substitute for checking the full email before sending.

Think of My Templates as a text shortcut, not necessarily as a complete copy of an email. It is most useful for body text you want to insert quickly. Do not assume that it will reproduce every feature of a full message, such as a particular subject, recipient list, attachment, or complete message setup. If the content you need to preserve includes those details, use a full-message template feature available in your Outlook version or another approved workflow.

Prepare templates that are safe to reuse

A template saves typing, but it can also make a mistake easy to repeat. Draft the reusable content as if someone else might use it without knowing the original context. Make variable details conspicuous, and remove information that should never be sent to the next recipient.

Use clear placeholders such as [Customer name], [Meeting date], or [Support ticket].
Mark instructions to yourself in a way that is hard to overlook, then delete them from the message before sending.
Avoid storing confidential or personal data in a general-purpose template.
Include only attachments that genuinely belong with every use. Otherwise, add the correct file each time.
Use a subject line that remains accurate after editing, or make the subject an obvious placeholder.

For example, a meeting follow-up template might contain a brief thank-you and headings for decisions and next steps, with placeholders for the date and action owners. It should not contain last week’s meeting date or a previous attendee list. The reusable structure is the value; the old facts are potential errors.

Templates, drafts, signatures, and Quick Parts

These Outlook features solve related but different problems. A draft is a message in progress, so reopening and editing it changes that draft. It can work as a manual reference, but it is a less reliable reusable source: after sending, you may no longer have the same draft to start from, and editing it can erase the original version.

A signature is for identifying the sender and adding standard sign-off information. Outlook can add a signature automatically to new messages or replies, depending on the settings. It is not designed to hold a whole response or a collection of different message formats. Quick Parts, available in classic Outlook for Windows, can store reusable pieces of content, including formatted text. It can be handy for frequently used paragraphs, but it is a different feature from an .oft message template and is not available in every Outlook version.

In short, use a signature for your name and contact details, a reusable text feature for a paragraph, and a message template when you need a more complete starting email. Choosing the feature that matches the content avoids maintaining the same information in several places.

Outlook for Mac and version differences

Outlook for Mac does not follow the classic Windows .oft workflow described above, and its available features depend on the Outlook interface and account. New Outlook for Mac may offer My Templates through the compose window’s apps or add-ins. The classic Outlook for Mac experience has its own menus and capabilities, so check the current options in that version rather than following Windows paths literally.

There is also an important difference between the new Outlook for Windows and classic Outlook for Windows: a feature or file type available in classic Outlook is not automatically available in the new app. If you rely on .oft files, use classic Outlook for Windows to create and open them unless Microsoft’s current documentation for your version says otherwise. In new Outlook or the browser, test the reusable-text option with a noncritical message before relying on it for a time-sensitive workflow.

Outlook on the web is accessed in a browser and receives interface changes separately from desktop releases. The general My Templates process is similar—open a new message and find the add-in in the compose controls—but the exact button placement can differ. If the add-in is missing, that does not necessarily mean the account cannot use templates; it may need to be enabled or permitted by an administrator.

Common problems and practical fixes

If a template is missing from the Choose Form list in classic Outlook, first confirm that you saved it as an Outlook Template (*.oft), not as an Outlook message or another file type. In Choose Form, check that Look In is set to User Templates in File System. If the file was saved to a custom folder, browse to that folder or open the .oft file directly from File Explorer.

If My Templates does not appear, open the compose window and check Apps or the more-options menu. Availability may depend on the Outlook version, account type, add-in settings, or organization policy. If you use a work or school account, contact the administrator rather than installing an unapproved add-in or moving business content to a personal account.

If the inserted text has unexpected formatting, paste or insert it into a test message and adjust the source template. Keep the content simple if it will be used across different devices. If you use an .oft file and a recipient, date, or old attachment appears unexpectedly, remove it from the template and save a corrected version. Always verify the To, Cc, subject, body, and attachments in the actual message before sending.

Frequently Asked Questions

Can I save a draft as a template in Outlook?
For a reusable full email in classic Outlook for Windows, create a new message and save it as an Outlook Template (*.oft) using File > Save As. A message left in Drafts is still just a draft, not a separate template.

Where do I find My Templates in Outlook?
Open a new message and look under Apps or the more-options menu in the compose window. The precise location can vary by Outlook version and layout, and an organization may restrict add-ins.

Can an Outlook template include a subject and attachments?
An .oft template in classic Outlook for Windows can preserve more of a complete message than a text snippet. Check the opened message carefully, especially attachments and recipient details, and remove anything that should not carry over. My Templates is primarily for reusable text.

Can I use an .oft file in new Outlook?
Do not assume that new Outlook supports the classic Windows .oft workflow. Create and use .oft files in classic Outlook for Windows; in new Outlook, use the available reusable-text features or another supported method.

Why did my draft disappear after I sent it?
A draft is the in-progress message itself, not a protected template. Sending or editing it can change what remains in Drafts. Save a separate template or a clearly labeled reusable text source when you need to preserve standard wording.

What should I use for a standard email signature?
Use Outlook’s signature settings for sender details and standard sign-offs. Use a template or reusable text feature for message content that changes by purpose or situation.

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

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.