How To Save Email Templates In Outlook

This guide explains how to approach how to save email templates in outlook, including the preparation, practical steps, common mistakes, and final checks that help you finish with confidence.

5-10 minutes Time needed

Easy Difficulty

Wrong file format Watch out for

Before You Start

Check first: Make sure you select "Outlook Template (*.oft)" from the "Save as type" dropdown menu. Choosing the wrong file type will mean Outlook won't recognize your file as a usable template, and you won't be able to easily access it later.

Step-by-Step Instructions

Quick Reference

Common Problems When You Save Email Templates In Outlook

Even with clear instructions, you might run into a few bumps when trying to save or use your Outlook email templates. Here are some common issues and how to fix them:

Problem 1: My template isn't appearing in "Choose Form..."

This is the most frequent issue users encounter. You've saved a file, but when you go to "New Items > More Items > Choose Form..." and select "User Templates in File System," your template isn't listed.

Solution A: Check the file type. Go to the folder where you saved your template (usually C:\Users\\AppData\Roaming\Microsoft\Templates). Look at the file name. Does it end with .oft? If it ends with .doc, .txt, or .msg, then it wasn't saved as an Outlook Template. You'll need to repeat Step 3 and 4, ensuring you select "Outlook Template (*.oft)" from the "Save as type" dropdown.
Solution B: Check the saving location. If the file type is correct, verify that you saved the .oft file in Outlook's default templates folder. If you saved it somewhere else (like your Desktop or Documents folder), it won't show up in the "User Templates in File System" list. You can either move the .oft file to the default templates folder or use Method B from Step 5 to open it by double-clicking it directly.
Solution C: Restart Outlook. Sometimes, Outlook needs a fresh restart to recognize newly added template files. Close Outlook completely and then reopen it.

Problem 2: The template opens, but I can't type in it. It seems locked.

If you double-click the .oft file and it opens Outlook but doesn't allow you to type or edit the content, it means you've opened the template file itself for editing rather than creating a new message from it.

Solution: Use the template correctly. You should always use a template to create a *new* email message. If you want to use the template, follow the steps in Method A or B in Step 5. If you intend to *edit* the template itself, you still open it as a new message, make changes, and then resave it as an .oft file, replacing the old one (as described in Step 6).

Problem 3: My attachments aren't saving with the template.

Outlook templates (.oft files) are primarily designed for text and basic formatting. They often don't reliably save attachments directly within the template file.

Solution A: Add attachments manually each time. For crucial attachments, it's safer to attach them manually to each new email created from the template.
Solution B: Link to files in the cloud. Instead of attaching files directly, consider uploading them to a cloud service (like OneDrive, Google Drive, or Dropbox) and including a link to the file within your template's body text. This ensures recipients always get the latest version of the document.
Solution C: Use Quick Parts for common links. While not a direct attachment solution, if you frequently refer to specific documents, you can save the text and a link to them as an Outlook Quick Part, which can then be inserted into any email, including those created from a template.

Problem 4: The template's formatting looks wrong when I open it.

Sometimes, fonts, colors, or layout might shift slightly when a template is opened, especially if it was created on a different computer or Outlook version.

Solution A: Check Outlook's default font settings. Your Outlook's default font settings might be overriding some template settings. Go to File > Options > Mail > Stationery and Fonts... and review your default font for new mail messages. Ensure it aligns with your template's intended look.
Solution B: Resave with simple formatting. If the issue persists, simplify the template's formatting. Use standard fonts (like Calibri or Arial) and basic styling. Then, resave the template following Step 6. Complex HTML or very custom fonts can sometimes cause display issues.

Advanced Tips for How To Save Email Templates In Outlook

Once you're comfortable with the basics of saving and using email templates, you can explore more advanced techniques to boost your productivity even further.

1. Create Templates for Different Scenarios

Don't limit yourself to just one or two general templates. Think about all the common emails you send and create specific templates for each. Examples include:

Initial Inquiry Response: A polite and informative first reply to new contacts.
Follow-up Email: A gentle reminder after a meeting or a sent proposal.
Meeting Invitation/Confirmation: Standard details, agenda, and location.
Internal Team Update: A consistent format for weekly or daily reports.
Thank You Note: For clients, colleagues, or interviewers.

Having a variety of templates ready to go means you spend less time composing and more time on core tasks.

2. Leverage Quick Parts for Reusable Text Snippets

While templates are for whole emails, Quick Parts are for reusable blocks of text or images within an email. They are incredibly useful for information you frequently include but might not need in every single email.

Type or insert the text/image you want to save into a new email.
Select the text/image.
Go to the "Insert" tab in the email window.
Click on "Quick Parts" (often under the "Text" group).
Choose "Save Selection to Quick Part Gallery."
Give it a descriptive name (e.g., "Company Address," "Cancellation Policy," "Pricing Tier A").

To use a Quick Part, just place your cursor where you want the text, go to Insert > Quick Parts, and select your saved snippet. This is faster than copying and pasting, and ensures consistency.

3. Organize Your Templates with Custom Folders (Windows Only)

If you have many templates, the default folder can get crowded. On Windows, you can create subfolders within the default Outlook Templates folder (C:\Users\\AppData\Roaming\Microsoft\Templates) to organize your .oft files by category (e.g., "Sales Templates," "Support Responses," "Internal Memos").

However, when you use "New Items > More Items > Choose Form..." you will still need to navigate to these subfolders each time. For quicker access to categorized templates, consider creating desktop shortcuts to these subfolders or frequently used .oft files.

4. Use Placeholders for Personalization

To make your templates versatile, use clear placeholders for information that changes. Instead of typing "Dear John," use "Dear [Client Name]". Other examples include:

"[Project Name]"
"[Meeting Date and Time]"
"[Specific Issue]"
"[Your Department]"

When you open the template, these placeholders act as visual cues for what needs to be updated before sending. You can even use different colored text for placeholders to make them stand out.

5. Share Templates with Your Team

For teams that send consistent communication, sharing templates is a huge time-saver. You can:

Email the .oft file: Simply attach the .oft file to an email and send it to your team members. They can then save it to their own Outlook Templates folder.
Store on a Shared Drive: Place common .oft files on a shared network drive or cloud storage (like SharePoint, OneDrive Shared Libraries, Google Drive) that everyone can access. Team members can then double-click the .oft file from that shared location to open it as a new email.

Remember to establish a naming convention for shared templates to keep things organized across the team.

How To Save Email Templates In Outlook FAQ

Q1: Where are Outlook templates (.oft files) stored by default?

By default, Outlook templates are saved in a specific folder on your computer. On Windows, this is usually: C:\Users\\AppData\Roaming\Microsoft\Templates. The AppData folder is often hidden, so you might need to enable "Show hidden files, folders, and drives" in File Explorer's view settings to see it.

Q2: Can I use Outlook email templates on Outlook for the web (Outlook.com) or mobile?

No, the traditional Outlook Template (.oft) feature described in this guide is specific to the desktop version of Microsoft Outlook for Windows and some macOS versions. Outlook for the web (outlook.com or Microsoft 365 web app) and mobile apps do not natively support .oft files. They often have their own "My Templates" or "Quick Steps" features, which work differently and are usually text-only.

Q3: What's the difference between an Outlook Template (.oft) and an Outlook Message (.msg)?

An Outlook Template (.oft) is designed to be a starting point for new messages. When you open it, it creates a new, editable email. It's meant for reuse. An Outlook Message (.msg) is a snapshot of a completed email (sent, received, or draft). When you open an .msg file, it opens that specific email with all its original details, including recipient, sender, and date. You can forward or reply to it, but it's not ideal for repeatedly creating new, fresh emails.

Q4: Can I include graphics, hyperlinks, and tables in my Outlook templates?

Yes, absolutely! Outlook templates fully support rich text formatting. You can include images, company logos, hyperlinks to websites or documents, tables, bulleted lists, and various font styles and colors. Anything you can put in a standard email message can generally be saved as part of an Outlook template.

Q5: How can I quickly access my most used templates?

While "Choose Form..." is the standard way, you can create a desktop shortcut to your most frequently used .oft files. Simply right-click the .oft file in File Explorer, select "Send to" > "Desktop (create shortcut)". Then, you can double-click this shortcut directly from your desktop to open the template. Another advanced method for Windows users is to use "Quick Steps" in Outlook to assign a template to a keyboard shortcut or a button on the ribbon, but this requires a bit more setup.

Q6: Does saving a template remove it from my drafts?

No. When you draft an email and then save it as an .oft template using "File > Save As," the original email draft you were working on remains open. You can then close that draft without saving it, or if you had intended to send that specific email, you can complete and send it. Saving as a template creates a separate file and does not interfere with your current email draft.

Final Checklist for How To Save Email Templates In Outlook

Before you wrap up, use this checklist to ensure you've successfully created and can effectively use your email templates in Outlook:

Email content drafted: Have you composed the full body text, subject line, and included all necessary formatting, images, or placeholders for your template?
Correct file type selected: Did you go to File > Save As and choose "Outlook Template (*.oft)" from the "Save as type" dropdown?
Template given a clear name: Is your template saved with a descriptive name that makes it easy to identify later (e.g., "Client Welcome Email")?
Template saved in default location (recommended): Is the .oft file located in Outlook's default templates folder, or a custom, easily accessible folder?
Template can be opened: Have you tested opening your new template using "New Items > More Items > Choose Form..." or by double-clicking the .oft file directly?
Template content is editable: When you open the template, can you freely type and make changes to the email content? (This confirms you've created a new message from the template, not opened the template for direct editing).
Understood editing process: Do you know how to modify an existing template and resave it to overwrite the old version when updates are needed?
Considered advanced tips: Have you thought about using Quick Parts for smaller snippets, organizing templates in subfolders, or sharing them with your team?

By following these steps and checking off this list, you'll be well-equipped to use Outlook email templates to streamline your communication and save valuable time.