Save a message as a template in Outlook

To create an email template in Outlook, compose the message you want to reuse, then save it as a template file instead of sending it. Open Outlook and select New Email. Write your subject line, body text, and add any formatting, images, or attachments you want to include every time you use this template.

Once your message is complete, go to File in the top menu, then select Save As. A dialog box will open. In the bottom right corner, you will see a dropdown that says Save as type. Click that dropdown and choose Outlook Template (the file type will show as .oft). Give your template a descriptive name — something like "Weekly Status Report" or "Client Follow-up" — then click Save.

Outlook automatically saves templates in a specific folder on your computer. You do not need to remember where; Outlook finds them when you need them. The template now exists as a separate file that you can open and use without affecting your original message.

Key Takeaways

  • Templates are saved as .oft files through File > Save As > Outlook Template, not as regular email messages.
  • You can include formatting, images, tables, and attachments in a template, and they will appear in every message you create from it.
  • To use a saved template, open it from File > New > My Templates or by double-clicking the .oft file in your file explorer.
  • Templates work best for messages with consistent structure, like status reports, meeting requests, or customer responses that change only slightly each time.
  • You can edit a template by opening it, making changes, and saving it again as an Outlook Template — the changes explore to all future messages created from it.

Use a template to create a new message

Once you have saved a template, you can use it to start a new email. In Outlook, click File at the top left, then select New. A submenu will appear. Click More Items, then choose Choose Form. In the dialog that opens, select User Templates from the dropdown on the left side. Your saved templates will appear in the list on the right.

Click the template you want to use, then click Open. A new message window opens with all the text, formatting, and attachments from your template already filled in. You can now edit the parts that change — the recipient's name, specific details, dates — while keeping the structure and standard language the same.

After you finish editing, address the email and send it as you normally would. The template itself remains unchanged and ready for the next time you need it.

Access templates through the File menu

The fastest way to reach your templates depends on which version of Outlook you use. In Outlook 2016, 2019, and Microsoft 365 (the subscription version), go to File > New > More Items > Choose Form. In the dialog box, make sure User Templates is selected in the left dropdown, then pick your template from the list.

Some versions of Outlook also let you access templates directly from the New Email button. Click the small arrow next to New Email and look for a More Stationery or Templates option. If you see it, you can click there to jump straight to your saved templates without going through the File menu.

Add images and attachments to templates

Templates can include images, logos, and file attachments that appear in every message you create from them. When you are composing your template, insert images the way you normally would: go to Insert > Pictures and choose your file. The image will be embedded in the template and appear in every message you create from it.

To add an attachment that should appear in every message, click Attach File (or the paperclip icon) and select the file. When you later use the template to create a message, that attachment will already be there. This is useful for templates where you always send the same document, form, or reference file.

Be aware that attaching large files to a template means every message created from it will include that file. If the file is something that changes — like a weekly report or updated price list — you may want to add a note in the template reminding you to replace it with the current version before sending.

Edit or delete a saved template

To change a template after you have saved it, open the template file directly. Go to File > Open > Open File, then navigate to your templates folder. On Windows, templates are usually stored in C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. Find your template file (it will have a .oft extension), select it, and click Open.

Make whatever changes you want — edit text, update formatting, add or remove attachments. When you are done, go to File > Save As again, make sure Outlook Template is selected as the file type, and save it with the same name. Outlook will overwrite the old version with your updated one.

To delete a template you no longer need, open your file explorer and navigate to the templates folder. Right-click the .oft file and select Delete. The template will no longer appear in your template list.

Templates for different message types

You can create templates for almost any type of message you send regularly. Common uses include customer service responses, meeting invitations, status reports, follow-up emails after calls, and messages with standard disclaimers or signatures. If you find yourself typing the same opening, closing, or structure more than twice a month, that is a good candidate for a template.

You can create multiple templates for the same general purpose. For example, you might have one template for a new client inquiry, another for a client who has gone silent, and a third for a client who has already purchased. Each one has a different tone and focus, but they all save you from starting from scratch.

Templates also work well for messages that include tables, bullet points, or specific formatting that takes time to set up. Once you have built the structure once and saved it as a template, you can reuse that layout without rebuilding it every time.

Frequently Asked Questions

Can I use a template to send the same message to multiple people?

Templates are designed for messages you customize each time you send them. If you need to send identical messages to many people, use the Mail Merge feature instead, which pulls names and addresses from a contact list and personalizes each message automatically. Mail Merge is found under Mailings in Outlook (or in Word, which Outlook can integrate with).

Where does Outlook store template files on my computer?

On Windows, templates are saved in C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. On Mac, they are in ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates. You can navigate there directly using your file explorer if you need to move, copy, or delete template files.

Can I share a template with someone else?

Yes. Save the template file (.oft) and send it to the other person as an attachment. They should save it in their templates folder (the path is the same as above, just with their username). After that, the template will appear in their template list in Outlook.

What is the difference between a template and a signature?

A signature is a block of text and formatting that appears at the end of every message you send. A template is an entire message structure that you reuse and customize. You can include a signature inside a template, but a template is much larger and more flexible.

Can I create a template with a specific font or color scheme?

Yes. Format your template message with whatever fonts, colors, and styles you want before saving it as an Outlook Template. All of that formatting will be preserved and appear in every message you create from the template.