What templates do in Outlook and where to find them
A template in Outlook is a pre-written email you save and reuse without typing the same thing over again. Instead of writing "Hi, I'm following up on the invoice from last week" every time you send a similar message, you create it once, save it as a template, and pull it up whenever you need it. Outlook stores templates as files on your computer that you can open, edit, and send in seconds.
The exact steps depend on which version of Outlook you use — the desktop program on Windows or Mac, or Outlook on the web through your browser. Each one stores and accesses templates slightly differently, but the basic idea is the same: write your message, save it in a special way, and retrieve it later.
Key Takeaways
- Desktop Outlook on Windows saves templates as .oft files in a folder on your computer that you can access from the File menu.
- You create a template by writing your email, clicking File, then Save As, and choosing Outlook Template as the file type.
- To use a saved template, open a new email, go to File, then select Open and choose your template file from the folder where you saved it.
- Outlook on the web does not save templates the same way — instead you save drafts or use Quick Steps to automate repetitive emails.
- Templates work best for emails with the same structure every time, like status reports, follow-ups, or standard client responses.
Creating a template in Outlook on Windows
Start by opening Outlook and creating a new email message. Write out the email exactly as you want it to appear each time you use it — include the subject line, body text, formatting, and any attachments you always send with that type of message. Leave fields blank where you know you will need to add different information each time, like a client name or date.
Once your message is written, click the File menu at the top left. From the dropdown, select Save As. A window will open asking where you want to save the file and what to name it. In the dropdown that says "Save as type," change it from "Outlook Message Format" to Outlook Template (it will show as .oft). Give your template a clear name — something like "Client Follow-Up" or "Weekly Status Report" — so you recognize it later. Click Save.
Outlook will store your template in a default folder on your computer. On Windows, this is usually in a hidden folder inside your user profile. You do not need to remember the exact location — Outlook knows where to find it when you need it.
Creating a template in Outlook on Mac
The process on Mac is similar but the menu path is slightly different. Write your email message with all the text, formatting, and attachments you want to include. Then click File in the menu bar and select Save As Template. A dialog box will appear asking you to name your template.
Type a descriptive name and click Save. Mac Outlook stores templates in a folder it manages automatically, so you will not see a file browser the way you do on Windows. The template is now saved and ready to use whenever you need it.
Opening and using a saved template
To use a template you have already created, open Outlook and start a new email message. Click File and then select Open. Navigate to the folder where your templates are stored. On Windows, if you do not know the exact path, you can search your computer for files ending in .oft — those are your templates. Select the template you want and click Open.
The template will load into a new email window with all your pre-written text and formatting already in place. Edit any fields that need to change for this particular email — add the recipient's name, update dates, change specific details — and then send it as you normally would. The original template stays unchanged in your templates folder, ready to use again next time.
Some people find it faster to keep their templates folder open in File Explorer (Windows) or Finder (Mac) and double-click the template file directly from there. This opens it in Outlook immediately without navigating through menus.
Using Quick Steps instead of templates in Outlook on the web
If you use Outlook through your web browser instead of the desktop program, the template feature works differently. Outlook on the web does not have a traditional template system, but it does have Quick Steps, which can accomplish similar goals. Quick Steps let you create a rule that automatically fills in text, adds recipients, or performs other actions when you trigger it.
To set up a Quick Step, click the Settings gear icon in the top right corner of Outlook on the web and select View all Outlook settings. Go to Mail and then Quick Steps. Click New Quick Step and choose what action you want it to perform — usually "New Message." Fill in the subject line, body text, and any recipients you want included automatically. Give it a name and save it.
When you want to use it, look for the Quick Steps button in your toolbar (it may appear as a lightning bolt or similar icon). Click it and select your Quick Step from the list. A new email will open with all your preset text ready to send. You can still edit anything before sending, just like with a template.
Organizing and managing your templates
If you create many templates, keeping them organized makes them easier to find. Use clear, specific names that describe what the template is for — "Invoice Reminder Week 1," "New Client Welcome," or "Monthly Team Update" are better than "Email 1" or "Template." This way, when you are looking for a template in a hurry, you can spot it immediately.
On Windows, you can create subfolders within your templates folder to group related templates together. Right-click in your templates folder and create a new folder for categories like "Client Communications," "Internal Reports," or "Follow-Ups." Move your template files into the appropriate folders using File Explorer.
Review your templates occasionally and delete ones you no longer use. This keeps your templates folder clean and prevents confusion when you are searching for the right one. If you update how you write a certain type of email, you can open the old template, make your changes, and save it again with the same name — Outlook will replace the old version.
Troubleshooting common template problems
If you create a template but cannot find it later, the most common reason is that Outlook saved it in an unexpected location. On Windows, search your computer for .oft files to locate all your templates. You can then move them to a single folder for easier access. Make sure you are looking in the right place — do not confuse template files with regular email messages you have saved.
If a template opens but the formatting looks wrong — fonts changed, spacing is off, or images did not load — this usually means Outlook is displaying it differently than it was saved. Try recreating the template and keeping the formatting simple. Avoid complex layouts or unusual fonts that might not transfer reliably. Plain text with basic bold and italic formatting tends to work most consistently across different emails and devices.
On Mac, if the Save As Template option does not appear in your File menu, make sure you are using a recent version of Outlook. Older versions may not have this feature. Check your Mac App Store or Microsoft Office subscription to see if an update is available.
Frequently Asked Questions
Can I add an image or logo to a template?
Yes. Insert the image into your template email before you save it as a template. The image will be included when you open the template later. Keep in mind that very large images can make the template file bigger and slower to open. If you use the same logo in many templates, consider inserting it fresh each time rather than embedding it in every template file.
What happens if I edit a template — does it change all the emails I already sent?
No. A template is just a starting point. Once you send an email created from a template, that email is separate from the template file. Editing your template only affects new emails you create from it going forward. Old sent emails stay exactly as they were.
Can I share a template with a coworker?
Yes. On Windows, locate your template file (.oft) in File Explorer and email it to your coworker or save it to a shared drive. They can download it and place it in their own templates folder. On Mac, you can email the template file the same way. Both people need to have Outlook installed for this to work smoothly.
Why does my template show the wrong date or time when I open it?
Outlook automatically inserts the current date and time when you open a template, even if you typed a specific date when you created it. If you need a template with a fixed date, type it as plain text (like "Week of January 15") rather than using Outlook's date field. This way it will not change when you open the template.
Can I use templates on my phone or tablet?
The Outlook mobile app does not support templates the way the desktop version does. If you need to send templated emails from your phone, use Outlook on the web through your phone's browser instead, where you can access Quick Steps. Alternatively, you can copy and paste text from a notes app or email draft into a new message.