Create a template from an email you've already written

The fastest way to make an email template in Outlook is to write the message once, then save it as a template file. Open Outlook and compose a new email with the text, formatting, and signature you want to reuse. Write it exactly as you'd like it to appear each time — including subject line, body text, any tables or images, and your closing.

Once the email looks right, go to File in the top menu, then select Save As. A dialog box will open. In the dropdown menu labeled "Save as type," choose Outlook Template (the option will show as ".oft" file format). Give your template a clear name — something like "Weekly Status Report" or "Client Follow-up" — then click Save. Outlook will store it automatically in your Templates folder.

Key Takeaways

  • Write your email once with all the text and formatting you want, then use File > Save As and choose Outlook Template to save it as a reusable .oft file.
  • Templates are stored in Outlook's Templates folder and can be opened from File > New > Select a Template whenever you need them.
  • You can edit a template by opening it, making changes, and saving it again as an Outlook Template — the original file will update.
  • Leave placeholder text like [Client Name] or [Date] in your template so you remember where to fill in new information each time you use it.

Use your template to write a new email

Once your template is saved, you can use it anytime. In Outlook, click File in the top menu, then look for New. Select Select a Template (the exact wording varies slightly by Outlook version). A window will open showing all your saved templates. Click the one you want, and Outlook will open a new email with all your template text already filled in.

Edit the message as needed — change the recipient, update any placeholder text, add new details — then send it as you normally would. The original template stays unchanged in your Templates folder, ready to use again.

Where Outlook stores templates and how to find them

Outlook keeps templates in a specific folder on your computer. On Windows, this is usually C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. On Mac, templates go to ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Templates. You don't need to navigate there manually — Outlook's File menu handles it — but knowing the location helps if you ever need to back up your templates or move them to another computer.

If you want to see all your templates at once, you can open File Explorer (Windows) or Finder (Mac) and navigate to the Templates folder directly. You'll see your templates listed as .oft files. You can delete old templates this way, or copy them to share with colleagues.

Edit or update an existing template

To change a template you've already created, open it like you would to use it: go to File > New > Select a Template, then click the template you want to edit. Make your changes to the text, formatting, images, or signature. When you're done, go to File > Save As again, choose Outlook Template from the dropdown, and use the exact same filename. Outlook will ask if you want to replace the existing file — click Yes.

This approach works better than trying to edit the .oft file directly, because Outlook handles the formatting correctly. If you save over a template by accident, you can usually undo the change immediately with Ctrl+Z (Windows) or Command+Z (Mac).

Use placeholder text to make templates more flexible

Templates work best when you add placeholder text that reminds you what to fill in each time. For example, instead of writing "Hi John," write "Hi [Recipient Name]," so you remember to change it. Similarly, use "[Date]" where the date should go, "[Project Name]" for project details, or "[Your Title]" for your role.

These placeholders don't have to be fancy — they're just reminders for you. When you use the template, you'll see them immediately and know exactly what needs updating. This is especially useful if you create templates for other people to use, because it shows them what information goes where.

Templates vs. Quick Parts and signatures

Outlook offers a few different ways to save reusable content. Templates (what we've covered) save an entire email with subject line, body, and formatting. Quick PartsSignatures

For a full email you send repeatedly, use a template. For a phrase or paragraph you use in many different emails, use a Quick Part. For your name and contact information that appears on every message, use a signature. Most people use all three: a signature on every email, Quick Parts for common phrases, and templates for emails they send in the same format over and over.

Frequently Asked Questions

Can I create a template with attachments?

Yes. Add the attachment to your email before saving it as a template. When you use the template later, the attachment will be included automatically. This is useful for templates where you always send the same file, like a standard form or checklist.

What's the difference between saving as a template and saving as a draft?

A draft is a single email you haven't sent yet — it stays in your Drafts folder and you can edit and send it anytime. A template is a reusable pattern that creates a new email each time you open it. Templates are better for emails you send repeatedly; drafts are for emails you're still working on.

Can I share a template with someone else?

Yes. Find the .oft template file in your Templates folder (see the section on where templates are stored), then email it to a colleague or copy it to a shared drive. They can save it to their own Templates folder and use it the same way you do.

Do templates work the same way in Outlook on the web?

Outlook on the web doesn't have a built-in template feature the way the desktop version does. Instead, you can save a draft email and reopen it, or use your browser's bookmark feature to save a template link. For full template support, use Outlook on your computer.

What if I accidentally delete a template?

Check your Recycle Bin (Windows) or Trash (Mac) — the .oft file may still be there. If you find it, restore it to your Templates folder. If it's gone, you'll need to recreate the template by writing the email again and saving it as an Outlook Template.