Create an Outlook Email Template: Step-by-Step

To create a reusable email template in classic Outlook for Windows, compose a message, then choose File > Save As and save it as an Outlook Template (*.oft). To reuse it, open it from New Items > More Items > Choose Form. If you use new Outlook, create a reusable text template with the My Templates add-in instead; the steps and available features differ.

What You’ll Need

A Microsoft Outlook account and access to the Outlook app you plan to use.
The message content you want to reuse, such as a standard reply, announcement, or meeting follow-up. Decide which parts should stay fixed and which details you will change each time.
For a classic Outlook template, Outlook for Windows desktop. For new Outlook or Outlook on the web, look for the My Templates add-in. Your work or school administrator may control which add-ins are available.

An Outlook template is useful when you often send messages with the same structure. It can save repeated typing and help keep routine communications consistent. A template is a starting point, not an automatic mail merge: you should review and update the recipient, dates, names, links, and other details before sending.

Step-by-Step

Choose the template method that matches your Outlook. Classic Outlook for Windows supports full-message Outlook Template files with the .oft extension. These can preserve elements such as the subject and message formatting. New Outlook for Windows and Outlook on the web generally use My Templates for reusable text snippets within a draft. My Templates is convenient for standard paragraphs, but it is not the same as a full .oft message. If you are unsure which Outlook you have, check whether the app has a New Outlook switch or a simplified web-style layout. Use the method that matches the app in which you will create and reuse the template.
Plan the fixed text and the information to fill in later. Draft the greeting, main message, closing, and any standard instructions. Replace variable details with obvious prompts such as [Customer name], [appointment date], or [case number]. Brackets make it easier to spot information that must be changed before sending. Avoid putting a real recipient in the To field unless the template is intended only for that person; leaving the address blank reduces the chance of sending a message to the wrong contact.
Create the message in classic Outlook for Windows. Select Home > New Email. Add a subject if it will normally be the same, and enter the reusable message in the body. Apply formatting with the Message ribbon, such as bold text or a short bulleted list, but keep the layout simple so it displays well on phones and in different email apps. If the message needs a standard attachment, add it now, then plan to check that the attachment is present each time you open the template. Do not include confidential information that should not be reused or accidentally sent.
Save the message as an Outlook Template. In the open message, choose File > Save As. In the Save As dialog, open the Save as type list and select Outlook Template (*.oft). Give the file a descriptive name, such as Appointment Confirmation.oft, and choose Save. Outlook normally points to its default Templates folder when this file type is selected. If you choose another folder, note its location so you can find the file later. Saving as an .oft file is different from saving a draft or saving the message as an Outlook Message Format file.
Open the saved .oft template to use it. In classic Outlook, go to Home > New Items > More Items > Choose Form. In the Choose Form dialog, set Look In to User Templates in File System. Select your template and choose Open. Outlook opens a new message based on the template; it does not send the message automatically. Fill in the placeholders, check the recipient and subject, and review the message before selecting Send. If you do not see the template, confirm that Look In is set to User Templates in File System and that you saved the file as an Outlook Template.
Create a reusable template in new Outlook or Outlook on the web. Select New mail to start a draft. If available, open Apps on the message toolbar and choose My Templates. In some layouts, the add-in appears under a more-options menu or must be added first through Get Add-ins. In the My Templates pane, choose + Template or Add template, enter a recognizable name and the reusable text, then save it. To insert it into a message later, start a new mail, open My Templates, and select the saved item. Button labels and placement can vary as Microsoft updates the interface, so look for My Templates in the compose window rather than in the main Settings page.
Test the result before relying on it. Open the template in the same Outlook version you plan to use for everyday work. Check that the text, line breaks, formatting, signature, subject, and any attachment appear as intended. Replace the prompts with sample details and send a test to yourself if appropriate. Confirm how the message looks on a phone or in a browser if the formatting matters. Once it is correct, keep the template in a location you can find and make a backup if it is important.

On a Mac: Outlook for Mac does not use the Windows Choose Form route. In versions that support file-based templates, create the message and look for File > Save As Template; to reuse it, use File > New > Email from Template. Menu availability can differ between legacy Outlook and newer Outlook for Mac. In newer builds, My Templates may be the more suitable option if the add-in is available. A template saved on one computer may not automatically appear in another app, so check your version and storage method before assuming it is synchronized.

Common Mistakes

Saving as a draft instead of a template. A draft remains in Drafts and may be edited or sent directly. For classic Outlook, the file type must be Outlook Template (*.oft) if you want to open it through Choose Form.
Using the wrong Outlook instructions. New Outlook, Outlook on the web, classic Outlook for Windows, and Outlook for Mac do not have identical template menus. A missing Choose Form command in new Outlook does not necessarily indicate a problem; use My Templates or the options available in your version.
Leaving real names or addresses in the message. A saved recipient or personal detail can be overlooked when the template is reused. Use clear placeholders and review every address and name before sending.
Assuming a template updates itself. An .oft file is a saved starting message, not a live connection to a spreadsheet or contact list. Review changing prices, dates, policies, links, and staff details manually.
Making the template too elaborate. Complex layouts, unusual fonts, and large images may render differently for recipients. Prefer concise text and basic formatting, and test any important visual elements.

Tips

Use names that are easy to search. Begin with the purpose, such as Returns – Instructions or Hiring – Interview Details. If you create several templates, a consistent naming pattern helps distinguish them.
Make prompts unmistakable. Use square brackets or another consistent marker for details to replace. Add a short reminder near the top, such as Replace all bracketed text before sending, if missing a prompt could cause confusion.
Keep versions under control. If a policy or standard reply changes, update the saved template and remove or clearly label obsolete copies. Multiple files with names such as final, final2, and new final make it easy to use stale wording.
Separate short snippets from full messages. My Templates works well for reusable paragraphs, instructions, or sign-offs. Use a full-message .oft file in classic Windows Outlook when you need a saved subject and complete message structure.
Be cautious with signatures and attachments. Outlook may add a signature based on your account settings, and a saved message may include an attachment. Check both when you open a template to avoid duplicate signatures or sending an outdated file.

Troubleshooting

The .oft file is not listed in Choose Form: In the dialog, select User Templates in File System from Look In. If it still does not appear, use File > Save As on the original message and confirm the selected type is Outlook Template (*.oft). If you saved it to a custom folder, locate the file there and open it directly, or save a copy in the Templates folder.
Choose Form is missing: Check whether you are using new Outlook, Outlook on the web, or Outlook for Mac. The Windows classic Outlook command path does not apply to every version. In new Outlook or the web app, start a message and look for My Templates under Apps or the message’s more-options menu. If the add-in is unavailable, check with your Microsoft 365 administrator or use an approved alternative such as a saved draft, if your workflow permits.
My Templates does not appear: In a compose window, check Apps or the more-options menu, then look for an option to get or add the add-in. Work or school accounts may restrict add-ins, and some accounts or Outlook builds may not expose the feature. Update Outlook if possible, sign in to the intended account, and contact your administrator if the add-in is centrally managed.
Formatting or images look different: Simplify the formatting, resize images, and avoid relying on custom fonts. Send a test message to another account or inspect it in Outlook on the web. If formatting is critical, compare the received message rather than judging only by the draft view.
The template opens with old details or the wrong signature: Replace the saved content with corrected text and save the template again. Review account signature settings and the message body for repeated sign-offs. If an old template was opened from a different folder, identify and retire that copy so it is not selected by mistake.

Frequently Asked Questions

Can I create a template in Outlook without an add-in?
Yes. Classic Outlook for Windows can save a full message as an .oft file using File > Save As. My Templates is a built-in or available add-in option in supported new Outlook and web experiences, but availability can depend on the account and administrator.

What is the difference between an .oft file and My Templates?
An .oft file is a saved Outlook message that classic Outlook for Windows can open as a new message. My Templates stores reusable text snippets you insert into a draft. It is better suited to short standard passages than to a complete message with all the features of an .oft file.

Will my Outlook template sync to another computer?
Do not assume that it will. A Windows .oft file is stored as a file on a device or in a folder you choose, so you may need to copy it securely to another computer. My Templates may be associated with your account, but access can vary by app, account, and organization settings.

Can I include a recipient, subject, or attachment?
A classic .oft message can retain message details such as a subject and may retain recipients or attachments. That can be useful, but it also creates a risk of sending to an unintended person or including an outdated file. Leave fields blank unless they should always be present, and inspect each opened message.

Can an Outlook template fill in names or dates automatically?
Not by itself. Templates provide reusable content; they do not automatically look up changing information or personalize a message for a list of people. Use explicit placeholders and enter the current details, or choose a separate approved mail-merge or automation workflow when personalization at scale is needed.

How do I edit an existing template?
For a classic .oft file, open the template, make the changes, and save it again as an Outlook Template, confirming the correct file and location. For My Templates, open the pane, select the relevant template, edit its content, and save the change. Test the updated version before using it for an important message.

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