Save a message as a template in Outlook 365

The fastest way to create an email template in Outlook 365 is to write a message the way you want it, then save it as a template file. Open Outlook and compose a new email with the subject line, body text, formatting, and any attachments you want to reuse. Once the message looks right, go to File > Save As. In the dialog box, change the file type dropdown from "Outlook Message Format" to Outlook Template (.oft), then save it to your computer.

The template saves as a file on your device, not in Outlook itself. You can store it anywhere, but keeping templates in a dedicated folder makes them easier to find later. Windows users might create a folder like C:\Users\[YourName]\Documents\Outlook Templates. Mac users can use a similar structure in their Documents folder.

Key Takeaways

  • Write your message exactly as you want it to appear, then save it as an Outlook Template (.oft) file through File > Save As.
  • Store template files in a folder you create on your computer so you can locate them quickly when you need them.
  • To use a saved template, open it from your file system or drag it into Outlook to start a new message based on that format.
  • You can edit templates by opening the .oft file, making changes, and saving it again with the same name to overwrite the old version.
  • Outlook 365 also offers Quick Steps and signature features for simpler, repetitive tasks like adding standard closings or contact blocks.

Open and use a template you have saved

Once you have saved a template file, you can use it to start new messages. The simplest method is to navigate to your template folder in File Explorer (Windows) or Finder (Mac), find the .oft file, and double-click it. Outlook opens a new message window with all the content from your template already filled in. You can then edit the recipient field, change any text that needs to be specific to that message, and send it.

Another approach is to drag the template file directly into Outlook. Open both your file manager and Outlook side by side, then drag the .oft file into your Inbox or Drafts folder. This creates a new message based on the template without opening a separate window first.

Edit or update an existing template

If you need to change a template after you have created it, open the .oft file directly from your template folder. Make whatever edits you need — update the subject line, revise the body text, add or remove attachments, or change the formatting. Then save the file using File > Save (not Save As). Outlook overwrites the old version with your new one.

Be careful not to accidentally save a message as a new template when you only meant to send it. Always check the file type dropdown in the Save As dialog to make sure it says "Outlook Template (.oft)" before you save, not "Outlook Message Format" or another type.

Use Quick Steps for shorter, repetitive tasks

If your template is very straightforward — like a standard closing line, a signature block, or a brief response you send often — Outlook 365 also offers Quick Steps, which may be faster than managing separate template files. Quick Steps let you create a shortcut that fills in text, applies formatting, or performs an action with a single click or keyboard shortcut.

To set up a Quick Step, go to Home > Quick Steps > New Quick Step. Choose what you want the step to do (such as "New Mail Message"), then configure the details like the recipient, subject, and message body. Assign it a keyboard shortcut or name, and Outlook saves it. The next time you want to use it, press the shortcut or click the Quick Step button.

Store templates in OneDrive or SharePoint if you use multiple devices

If you work on more than one computer or device, storing template files on your local hard drive means they are not available everywhere. Instead, save your .oft files to a OneDrive or SharePoint folder that syncs across your devices. This way, any template you create on your work computer is also accessible from your laptop or tablet.

To do this, save your template file to a folder inside your OneDrive (usually C:\Users\[YourName]\OneDrive on Windows) or to a SharePoint site your organization uses. Outlook can then find and open the template from any device where you have signed in to your Microsoft account.

Understand the difference between templates and signatures

Email templates and signatures serve different purposes. A signature is a block of text — usually your name, title, phone number, and company — that Outlook adds automatically to the end of every message you send. You set it up once in File > Options > Mail > Signatures, and it appears in every new email without you having to do anything.

A template is a complete message format that you choose to use when you need it. Templates are useful when you send the same type of message repeatedly — like a status update, a meeting request, or a customer response — but not for every single email. If you find yourself typing the same thing over and over, a template saves time. If you just need a standard closing on all your messages, a signature is the right tool.

Frequently Asked Questions

Can I share a template with my team or coworkers?

Yes. Save the .oft file to a shared OneDrive or SharePoint folder that your team has access to. Your coworkers can then open the template from that shared location. If your organization uses Teams, you can also upload the template file to a Teams channel so the whole group can read and use it.

What happens if I delete a template file by mistake?

If you delete the .oft file from your computer, you lose that template. Outlook does not keep a backup copy. If you have not emptied your Recycle Bin (Windows) or Trash (Mac) yet, you may be able to restore the file from there. Otherwise, you will need to recreate the template by writing the message again and saving it as a new .oft file.

Can I use templates in Outlook on the web or the mobile app?

Outlook on the web and the Outlook mobile app do not directly open .oft template files the way the desktop version does. However, you can copy the text from a template and paste it into a new message, or you can use Quick Steps if your organization has set them up. For full template support, use the Outlook desktop process.

How do I organize templates if I have a lot of them?

Create subfolders within your main template folder to group related templates. For example, you might have folders for "Customer Responses", "Status Updates", "Meeting Requests", and "Invoices". This makes it much faster to find the right template when you need it, especially if you have more than five or six saved.

Can I add images or logos to a template?

Yes. When you compose the template message, insert images, logos, or other graphics using Insert > Pictures or Insert > Online Pictures. Format them the way you want them to appear, then save the message as a template. The images are embedded in the .oft file and will appear in every message you create from that template.