Create a template by saving a draft email

The fastest way to make a template in Outlook is to write an email the way you want it, then save it as a template instead of sending it. Open Outlook and select New Email. Type your subject line, add any text, formatting, or attachments you want to reuse, then stop before you hit Send.

Once your email looks the way you want it, go to File in the top menu. Click Save As. A dialog box will open asking where to save the file. Change the file type dropdown from "Outlook Message Format" to Outlook Template (the option will say .oft). 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 with the subject, body text, and formatting you want to reuse, then use File > Save As and change the file type to Outlook Template.
  • Templates are stored in your Templates folder and can be opened from File > New > More Templates > My Templates.
  • You can add placeholders like [DATE] or [RECIPIENT NAME] to remind yourself what to fill in each time you use the template.
  • If you use the same template often, you can create a Quick Step to open it with a single click or keyboard shortcut.

Open and use your template to send a new email

To use a template you have saved, open Outlook and go to File in the top menu. Select New, then click More Templates. A window will open showing My Templates — all the templates you have created. Click the one you want to use, and Outlook will open it as a new email ready to edit.

Make any changes you need — update names, dates, or specific details — then send as normal. The template itself stays unchanged in your Templates folder, so you can use it again the next time you need it. This is much faster than retyping the same message structure or formatting over and over.

Add placeholder text to remind yourself what to change

Templates work best when you include reminders about what parts need to be different each time. Before you save your template, add placeholder text in square brackets where information will change. For example, type [CLIENT NAME] where the client name goes, [PROJECT DEADLINE] where the date goes, or [SPECIFIC ISSUE] where you will describe the problem.

When you open the template later, these placeholders stand out and remind you exactly what needs to be filled in. You can search for the opening bracket [ to jump from one placeholder to the next, making sure you do not miss anything. Delete the placeholder and type the real information in its place.

Set up a Quick Step to open your template faster

If you use one template constantly — like a daily standup email or a standard client response — you can create a Quick Step to open it with a single click. Go to Home in the Outlook ribbon and look for Quick Steps on the right side. Click the dropdown arrow next to it and select New Quick Step.

In the dialog that opens, choose New Email from the dropdown at the top. Give your Quick Step a name like "Daily Report". Then click the button next to "Template" and select your template from the list. Click Save. Now whenever you click that Quick Step, Outlook will open your template as a new email ready to edit. You can even assign it a keyboard shortcut so you can open it without using the mouse.

Store templates in a shared folder for your team

If you work with others who need to use the same templates, you can save them to a shared network folder instead of just your personal Templates folder. Create your template the normal way, but when you click Save As, navigate to a shared folder on your network that your team can access. Make sure everyone on your team knows where the templates are stored.

Your teammates can then open templates from that shared location by going to File > New > More Templates and browsing to the shared folder. This keeps everyone using the same format and language for common emails, which is especially useful for customer service teams, sales departments, or any group that sends similar messages regularly.

Organize templates by creating subfolders

If you create many templates, keeping them all in one folder gets messy fast. You can organize them by creating subfolders inside your Templates folder. Open File Explorer and navigate to your Templates folder — the path is usually C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates on Windows.

Right-click inside the Templates folder and select New > Folder. Name it something clear like "Client Responses", "Weekly Reports", or "Sales Outreach". Save your templates inside these subfolders instead of at the top level. When you go to File > New > More Templates, you will see your subfolders listed, making it much easier to find the template you need without scrolling through a long list.

Edit or delete a template you have already saved

To change a template after you have saved it, go to File > New > More Templates > My Templates and right-click on the template you want to edit. Select Open. Make whatever changes you need — update text, add new sections, remove outdated information — then go to File > Save. The changes will be saved to your template, and the next time you use it, you will see the updated version.

If you no longer need a template, right-click it in the My Templates list and select Delete. Outlook will move it to your Recycle Bin. You can also delete templates by opening File Explorer, navigating to your Templates folder, and deleting the .oft file directly. Be careful not to delete a template you might need later — there is no undo once it is gone from the Recycle Bin.

Frequently Asked Questions

Can I use templates in Outlook on the web or on my phone?

Outlook on the web does not support templates the same way the desktop version does. You can save drafts and copy text, but you cannot create or open .oft template files. The mobile Outlook app also does not have template support. Templates work best in the desktop version of Outlook for Windows or Mac.

What is the difference between a template and a draft?

A draft is an email you started but did not send — it stays in your Drafts folder. A template is a reusable message format saved as a .oft file that you can open as many times as you want without changing the original. Templates are meant to be used repeatedly, while drafts are one-time unsent emails.

Can I add images or logos to a template?

Yes. Insert images or logos into your email before you save it as a template. When you open the template later, the images will be there. Be aware that if you move or delete the image file from your computer, the template may show a broken image link. For logos you use often, store them in a permanent folder on your computer so the path does not change.

Why does my template show as an attachment instead of opening as an email?

This usually happens if you double-click a .oft file from File Explorer instead of opening it through Outlook. Always open templates from within Outlook by going to File > New > More Templates > My Templates. If you accidentally double-click a template file, Outlook will treat it as an attachment. Right-click the .oft file and select "Open with" > Microsoft Outlook to fix it.

Can I create a template from an email someone sent me?

Yes. Open the email you received, go to File > Save As, change the file type to Outlook Template, and save it. You can then edit it to remove the sender's specific details and add placeholders for information that will change. This is a quick way to base a new template on an existing message format.