How to Create an Email Template in Outlook

If you find yourself typing the same email over and over — a weekly status update, a client introduction, a standard reply — Outlook's template feature can save you real time. But the way you create and access templates differs depending on which version of Outlook you're using, and a few key factors determine which method actually fits your workflow.

What Is an Email Template in Outlook?

An email template in Outlook is a pre-written message you can load and send repeatedly without retyping from scratch. It preserves your subject line, body text, formatting, and even attachments. Unlike a draft, a template stays saved permanently and can be reused as many times as you need.

Outlook supports templates in more than one way, and the right approach depends on your version of the app and how you plan to use the template day-to-day.

The Two Main Methods for Creating Outlook Templates

Method 1: My Templates (Outlook on the Web and Classic Outlook)

My Templates is a built-in Outlook add-in that works inside Outlook on the Web (the browser version) and in some desktop configurations. It's designed for short, reusable message snippets rather than full formatted emails.

To use it:

1. Open a new email compose window
2. Click the three-dot menu (More options) at the bottom of the compose panel
3. Select My Templates
4. Click + Template to create a new one
5. Give it a title and write your template text
6. Click Save

When you want to use it, open a new message, navigate back to My Templates, and click the template to insert it into the body. You can then edit before sending as needed.

This method works well for plain-text snippets and short replies, but it has limitations — it doesn't preserve complex formatting, images, or attachments reliably.

Method 2: OFT Files (Desktop Outlook — Microsoft 365 and Outlook 2016/2019)

The classic desktop app (on Windows) supports Outlook Template files, saved with the .oft extension. This is the most feature-complete option — it preserves formatting, fonts, images, CC/BCC fields, and attachments.

Here's how to create one:

1. Open Outlook and click New Email
2. Write your message — subject line, body, formatting, any attachments
3. Go to File → Save As
4. In the Save as type dropdown, select Outlook Template (*.oft)
5. Name your template and click Save — it saves by default to your Templates folder

To use the template later:

1. Go to the Home tab
2. Click New Items → More Items → Choose Form
3. In the Look In dropdown, select User Templates in File System
4. Select your saved template and click Open

This creates a new draft pre-filled with everything you saved — edit what you need and send.

⚡ One important note: the Choose Form path isn't obvious to new users, which is why many people don't realize this method exists at all.

Quick Comparison: My Templates vs. OFT Files

Variables That Affect Which Method Works for You

Not every user has the same Outlook setup, and that matters here.

Outlook version is the biggest factor. Outlook on the Web, the classic Windows desktop app, the new Outlook for Windows (which Microsoft has been rolling out as a replacement), and Outlook for Mac all handle templates differently. The new Outlook for Windows more closely resembles the web version — meaning OFT files may not be supported in the way classic desktop users expect.

Your organization's configuration can also limit options. Some corporate Microsoft 365 environments restrict add-ins or manage Outlook settings centrally, which can affect whether My Templates appears at all or whether you can install third-party template tools.

Formatting complexity is another variable. If your template needs branded fonts, a logo, a table, or a standard attachment, My Templates won't cut it — you'll need the OFT method or a third-party add-in.

How often you use templates changes the calculus too. For occasional use, the Choose Form workaround for OFT files is manageable. For high-volume sending — sales teams, support desks, recruiters — that friction adds up, and many teams turn to dedicated tools like Quick Parts, Shared Email Templates add-ins, or CRM-integrated solutions.

Other Built-In Options Worth Knowing

🗂️ Quick Parts (desktop Outlook) lets you save reusable blocks of formatted text and insert them into any message. It's not a full email template, but it's excellent for inserting a signature block, a standard paragraph, or a legal disclaimer without touching My Templates or OFT files at all.

Shared Email Templates — available as a Microsoft add-in from the store — extends template functionality with team sharing, dynamic fields, and a cleaner interface. It works across desktop and web versions, which makes it useful when your team doesn't all use the same Outlook environment.

What Changes Between Outlook Versions

Microsoft has been actively transitioning users toward the new Outlook for Windows, which is built on the same architecture as Outlook on the Web. This version drops some legacy desktop features — including native OFT file support via Choose Form — in favor of the cloud-based add-in model.

If you're still on classic Outlook, OFT files remain the most powerful built-in option. If you're on the new Outlook or the web version, My Templates and compatible add-ins are the practical path forward.

The version you're running — and whether you're on a personal Microsoft account or a work/school Microsoft 365 account — shapes which of these approaches is actually available to you and how smoothly each one integrates into your daily workflow.