What Outlook templates do and how to create one
An Outlook template is a pre-written email you save and reuse whenever you need to send the same message again. Instead of typing the same thing repeatedly, you open the template, fill in the specific details for that recipient, and send. Templates save time if you regularly send similar emails — responses to common questions, status updates to your manager, meeting invitations with the same format, or anything else you write more than once.
The process differs slightly depending on whether you use Outlook on your computer (Windows or Mac) or Outlook on the web. Both methods take about five minutes and require no special settings or permissions.
Key Takeaways
- Create a template by writing an email exactly as you want it to appear, then saving it as an Outlook template file instead of sending it.
- In Outlook on your computer, templates save to a specific folder that Outlook checks automatically when you want to reuse one.
- Outlook on the web does not have a built-in template feature, but you can save drafts and copy them, or use Quick Steps to automate common emails.
- Once saved, you can open a template, change only the recipient and specific details, and send without retyping the whole message.
- Templates work best for emails with a consistent structure but different recipients or dates — not for one-time messages.
Creating a template in Outlook on Windows
Start by opening Outlook and creating a new email. Write the message exactly as you want it to appear each time you use it. Include the subject line, greeting, body text, and closing. Leave blank any fields that will change each time — like the recipient's name or a date — or mark them clearly so you remember what to fill in later.
Once the email is written, go to File in the top menu, then select Save As. A dialog box opens. At the bottom, you will see a dropdown that says "Save as type" — click it and choose Outlook Template. The file name field will show a default name; replace it with something you will recognize, like "Weekly Status Report" or "Meeting Request". Click Save. Outlook automatically saves the template to the correct folder.
To use the template later, go to File, then New, then Choose a Form. Select User Templates from the dropdown, and your saved template appears in the list. Click it and select Open. The template email opens in a new window, ready for you to fill in the specific details and send.
Creating a template in Outlook on Mac
The Mac version of Outlook works similarly but with slightly different menu locations. Write your email as you want it to appear, then click File in the top menu. Select Save As. In the dialog that opens, change the file format dropdown from "Message" to Outlook Template. Give the template a clear name and click Save.
When you need to use the template, click File, then New, then Message from Template. Find your template in the list and click it. The template opens as a new email, and you can fill in the variable information before sending.
Using templates in Outlook on the web
Outlook on the web (the version you access through a browser) does not have a dedicated template feature like the desktop version. However, you can achieve the same result using drafts. Write the email you want to reuse, then instead of sending it, click the three dots menu and select Save as draft. The email stays in your Drafts folder.
When you need to send that message again, open your Drafts folder, click the email, and select Open in full page. The email opens in edit mode. Change the recipient and any other details that differ, then send. The draft remains in your Drafts folder for the next time you need it.
Alternatively, if you send the same email frequently, you can set up a Quick Step (in the desktop version) or use rules to automate parts of the process. Quick Steps let you create a button that fills in common recipients or subject lines with one click, though you still type the body each time.
Organizing and managing your templates
If you create many templates, give them names that are specific and searchable. Instead of "Email 1" or "Template", use "Client Onboarding Welcome", "Monthly Budget Report", or "Vendor Follow-up". When you open the template list, clear names make it faster to find what you need.
Templates are stored as separate files on your computer. If you want to back them up or move them to another computer, you can copy the template files directly. In Windows, templates usually save to C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. On Mac, they save to ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Templates. You can copy these files to an external drive or cloud storage as a backup.
To delete a template you no longer use, navigate to the template folder on your computer and delete the file. The template will no longer appear in your template list the next time you open Outlook.
Common mistakes and how to avoid them
The most common mistake is saving a template with specific information already filled in. If you save an email with "John Smith" in the body, that name will appear every time you open the template. Before saving, remove or clearly mark any information that changes. Use placeholders like [RECIPIENT NAME] or [DATE] so you remember what to update each time.
Another mistake is forgetting to save as a template instead of a regular message. If you save as a regular email file, it will not appear in your template list when you go to create a new message from a template. Always check the "Save as type" dropdown and confirm it says "Outlook Template" before clicking Save.
If you create a template and cannot find it later, check that you saved it in the correct format. In Outlook on the web, remember that templates are not available — you must use the draft method instead. If you are using the desktop version and the template does not appear, try restarting Outlook, as it sometimes needs to refresh the template list.
When templates work best and when they do not
Templates are most useful for emails you send regularly with the same structure but different recipients or details. Examples include weekly reports to your manager, responses to customer inquiries, meeting invitations, or welcome emails to new team members. If you send the same message to the same person every time, a template saves you a few seconds. If you send similar messages to many different people, a template saves you minutes each week.
Templates are less useful for one-time emails, highly personalized messages, or emails that require different formatting each time. If you write something only once or twice, the time to create and save a template is not worth the effort. For very short emails — a single sentence or two — typing from scratch is often faster than opening a template.
Frequently Asked Questions
Can I share a template with a coworker?
Yes. Copy the template file from your Templates folder and send it to your coworker via email or shared drive. They can save it to their own Templates folder, and it will appear in their template list. Make sure they save it in the same location Outlook expects, or it may not show up.
What if I want to edit a template after I have created it?
Open the template file directly from your Templates folder (not through Outlook's template menu). Make your changes, then save the file. The next time you open that template in Outlook, your changes will appear. Do not use "Save As" again, or you will create a duplicate.
Can I add attachments or images to a template?
Yes. Write the email with the image or attachment included, then save it as a template. Every time you open the template, the image or attachment will be there. This works well for logos or standard documents, but be aware that the file size of the template will be larger.
Why does my template not appear in the template list?
The most common reason is that you saved it as a regular message instead of an Outlook Template. Check your file by opening the Templates folder directly and looking at the file extension — it should be .oft (Outlook Template Format). If it is .msg, resave it as a template. You may also need to restart Outlook for a newly saved template to appear in the list.
Can I use templates in Outlook on my phone?
The Outlook mobile app does not have a template feature. You can save draft emails and copy them, similar to the web version, but there is no dedicated template system. For frequent phone users, consider using the web version of Outlook or the desktop version when you need templates.