How to Create an Email Template in Outlook Desktop

In classic Outlook for Windows, create a message, choose File > Save As, and save it as an Outlook Template (*.oft). To use it later, select Home > New Items > More Items > Choose Form, choose User Templates in File System, and open the template. The steps differ in new Outlook and Outlook for Mac, so first check which desktop version you have.

Which Outlook desktop version are you using?

Microsoft offers more than one Outlook desktop experience. Classic Outlook for Windows is the traditional desktop program with a File tab and support for Outlook template files ending in .oft. New Outlook for Windows has a redesigned interface and uses the My Templates feature for reusable text; its workflow is not the same as opening a classic .oft file. Outlook for Mac has its own save-and-use-template commands. Knowing which version is open prevents a common dead end: following instructions for a button that is not in your menus.

In classic Outlook for Windows, the ribbon usually has a File tab and the full set of desktop commands. New Outlook looks more like Outlook on the web, and its settings and commands are organized differently. If you are unsure, look for a New Outlook switch near the upper-right of classic Outlook, or check whether the app has a compact, web-style ribbon and an Apps button. Microsoft can update labels and layouts, so the exact appearance may vary by update and account.

An Outlook template is not the same thing as a signature. A signature is automatically or manually added as a sign-off, while a template can provide a subject, message body, formatting, and—in a classic .oft file—other message fields. It is also different from an automatic reply, which Outlook sends according to a rule or schedule rather than when you choose to start a message.

Create a .oft template in classic Outlook for Windows

Use these steps when you want a reusable Outlook message file in classic Outlook. You can include a standard subject and body, then change details such as names, dates, and amounts each time you use it.

Open classic Outlook and select Home > New Email.
Write the parts that should appear in every copy. For example, add a subject such as “Appointment confirmation” and a body with a greeting, the standard information, and a sign-off.
Leave personal or changing information as an obvious placeholder, such as [Customer name], [Appointment date], or [Tracking number]. This makes it easier to spot what must be replaced.
In the message window, select File > Save As.
In the Save As dialog, open the Save as type list, select Outlook Template (*.oft), give the file a useful name, and select Save.

Outlook normally saves .oft files in a user templates folder, but you can choose another location in the Save As dialog. Saving a template is separate from sending a message: the template stays available as a file, and the original draft is not delivered to its recipients. If you accidentally choose a message format such as .msg instead, you will have saved a message file rather than an Outlook template, so check the file type before confirming.

Open and use a saved Outlook template

To start a new message from a saved .oft file in classic Outlook, go to the main Outlook window and select Home > New Items > More Items > Choose Form. In the Look In list, select User Templates in File System. Choose the template and select Open. Outlook opens a new message based on that template; it does not send the message automatically.

Review the new message before sending. Replace every placeholder, check the To and Cc fields, verify the subject and attachments, and confirm that dates or figures are current. A template helps standardize routine wording, but it cannot know whether an individual detail is correct. If you need to change only a sentence for one recipient, edit the opened copy; that does not require changing the saved .oft file.

If the template does not appear in the list, browse to its saved location using the Choose Form dialog, or check that you selected User Templates in File System rather than a different form library. You can also open an .oft file from its folder in Windows. If Outlook asks which application should open it, make sure Outlook is associated with the file type.

What an Outlook template can contain

A classic .oft file can preserve much more than a block of plain text. Depending on how you compose it, a template can include a subject line, formatted message text, links, tables, and message fields. It can also be useful for a repeated layout, such as a project update with headings for “Completed,” “Next steps,” and “Questions.” Keep the reusable content generic enough that it remains appropriate for different recipients.

Think carefully before putting recipients or attachments into a template. Outlook can save message fields, but a fixed address may be wrong for the next person, and a file attached to every copy may become outdated or disclose information unintentionally. If an attachment is genuinely standard, check it each time you use the template. For routine messages, it is often safer to leave the recipient field blank and add recipients only after opening the new message.

Templates are also not live forms connected to a database. A placeholder such as [Customer name] will not fill itself in from your contacts, and a date typed into the body will not update automatically. The sender must replace and verify those details. If you need conditional content, automatic personalization, or messages sent at scale, a template alone may not be the right tool.

New Outlook for Windows: use My Templates

New Outlook for Windows generally provides My Templates for reusable text instead of the classic Choose Form route. Start a new message, open Apps in the message ribbon, and select My Templates. If the feature is available for your account, use the option to add a template, enter a name and the text to reuse, and save it. Later, open My Templates and select an entry to insert its content into the message.

My Templates is best understood as a text-snippet tool, not as an exact replacement for every capability of a classic .oft file. It is useful for a standard paragraph, response, or sign-off, but do not assume that it will reproduce all message fields, attachments, or elaborate layouts from an .oft file. Availability and the exact controls can depend on the Outlook build, account type, and organization settings. If My Templates is missing, check whether Apps is available and whether your organization permits the feature; an administrator may control add-ins.

When moving from classic Outlook, do not expect a saved .oft file to appear automatically in My Templates. They are different approaches to reusable content. If you need a full Outlook message template, use classic Outlook where .oft creation is supported; if you mainly reuse short text in new Outlook, My Templates may be quicker.

Outlook for Mac: save and reuse a template

Outlook for Mac has a separate template workflow, and its menus are not identical to Outlook for Windows. In supported desktop versions, compose the message you want to reuse and choose File > Save as Template. Give it a name and save it. To start from one later, use Outlook’s New menu and choose the email-from-template option if it is shown in your version. Menu wording and availability can vary between legacy and new Outlook for Mac, so check the File and New menus in the interface you are using.

A template saved on a Mac should not be assumed to be available automatically in Outlook on another computer. The Mac and Windows template systems can use different storage and access methods. If you need to share the same wording across platforms, consider keeping an approved copy in a shared document or using an organization-approved shared template solution, then confirm the formatting after copying it into a message.

Organize, update, and share templates safely

Give each template a descriptive name that makes its purpose clear, such as “Support—request more details” rather than “Template 2.” If you keep several .oft files, store them in a folder you can find and back up. A department can also maintain approved wording in a shared location, but sharing a file does not automatically make it available in every Outlook template picker; users may need to open or save a copy in a location their Outlook version can access.

Use placeholders in brackets so they stand out during review.
Keep one template focused on one task, such as confirming a booking or requesting missing information.
Add a revision date or owner to internal documentation when wording must stay current.
Review links, prices, policy statements, phone numbers, and attachments whenever the underlying information changes.
Before sending, check recipients and remove any information that belongs only to a previous conversation.

For confidential or regulated communications, use only wording approved for that purpose and follow your organization’s retention and privacy rules. A reusable file can make sending faster, but it does not provide access controls by itself. Avoid placing passwords, personal data, or confidential details into a broadly shared template.

Common problems and practical fixes

The Choose Form command is missing. Confirm that you are in classic Outlook for Windows. New Outlook uses a different experience, and the command path for .oft files may not be available there. In classic Outlook, expand New Items and look under More Items.

The template is not listed. In Choose Form, select User Templates in File System, then browse to the folder where you saved the .oft file. Make sure the file was saved as an Outlook Template rather than as an Outlook message or a regular text document.

The formatting changes after insertion. Different message formats can affect fonts, spacing, and layout. For a simple template, use restrained formatting and test the result by opening a new copy. If the message is intended for people outside your organization, consider whether links and formatting remain readable in common email clients.

The template contains old information. Update the saved source file, not just a message created from it. Open the .oft file, make the correction, and save the updated template. Then open a fresh copy to verify that the change appears. Sending an edited instance does not update the original template.

A Mac or new Outlook user cannot find a Windows .oft template. The file may not be integrated into that version’s template picker. Share the wording through a suitable shared document or use the recipient’s available template feature, and do not promise that a .oft file will behave identically on every platform.

When another Outlook feature may fit better

Choose an .oft file when you use classic Outlook for Windows and want to start a complete reusable message with a dependable subject and layout. Choose My Templates in new Outlook when the main need is inserting short, repeated wording into a message. On Mac, use the template command available in that version, checking the menu labels because Outlook for Mac’s interface has changed over time.

For a short sign-off, a signature is simpler than opening a full template. For a response that should go out automatically while you are away, set up automatic replies instead. For repeated messages that need personalization from a list, approval steps, or automated delivery, ask your organization about its approved mail-merge or workflow tools. Those approaches involve additional setup and should be selected with privacy and recipient accuracy in mind.

Frequently Asked Questions

Can I create an Outlook template with an attachment?
In classic Outlook, an attachment can be included in a message saved as an .oft template. However, check that the attachment is still correct every time you use it. A standard file can become outdated, and a fixed attachment may not belong with every message.

Do Outlook templates sync between computers?
Do not assume they do. Classic Windows .oft files are files stored on a computer or in a location you choose, and other Outlook versions may use different template features. To use the same content elsewhere, arrange access to the file or share the approved wording using a method supported by both devices.

Can I edit a template after saving it?
Yes. Open the saved template, make changes, and save the updated template file. A message already created from the template is a separate copy, so editing that message does not revise the saved source.

Can I create a template in Outlook on the web?
Outlook on the web is not the same desktop app, though it may offer My Templates or related features depending on the account and organization. The classic Windows .oft instructions apply to classic Outlook for Windows, not automatically to a browser session.

Why does my template insert text but not fill in names?
A template stores the content you wrote; it does not automatically look up recipient details. Use clear placeholders and replace them manually, or use a suitable personalization tool if you need messages populated from a data source.

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

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