What an email template does and why you'd use one
An email template in Outlook is a message you write once and save as a pattern. When you need to send the same message again — whether it's a weekly status report, a standard customer response, or a rental inquiry — you open the template, the text fills in automatically, and you only change what's different. This saves time and makes sure you don't accidentally leave out important details.
Templates are especially useful if you send the same kind of email more than a few times a month. Instead of retyping the same greeting, closing, or instructions each time, you click a button and the whole structure appears. You can also use templates to enforce consistency — if your job requires you to include certain information in every message, a template makes sure you never forget it.
Key Takeaways
- Templates in Outlook save a message as a pattern you can reuse, filling in only the parts that change each time.
- You create a template by writing a message, then saving it as a template file instead of sending it.
- Templates appear in the New Email menu under Quick Steps or in the template folder, depending on your Outlook version.
- You can create templates with placeholders for information that changes, like names or dates, so you fill in only those blanks.
- Templates work the same way whether you use Outlook on Windows, Mac, or the web version.
How to create a template in Outlook on Windows
Start by opening Outlook and clicking New Email in the top left. Write the message exactly as you want it to appear each time you use it — include the greeting, body text, closing, and signature. If there are parts that will change (like a person's name or a date), leave a blank space or type something like [NAME] or [DATE] so you remember what to fill in later.
Once the message is written, do not click Send. Instead, go to File in the top left corner. Click Save As. A window will open asking where to save the file. In the dropdown that says "Save as type," change it from "Outlook Message Format" to Outlook Template (.oft). Give your template a clear name — something like "Weekly Status Report" or "Customer Inquiry Response" — then click Save. Outlook will store it automatically in your templates folder.
To use the template later, click New Email, then look for My Templates or More Stationery (the exact wording depends on your Outlook version). Select your template from the list, and the message will open with all your saved text. Fill in the blanks, add any new information, and send as normal.
How to create a template in Outlook on Mac
On Mac, the process is similar but the menu locations are slightly different. Open Outlook and click New Email. Write your message with all the text you want to reuse, leaving blanks for information that will change each time.
When you're done, click the File menu at the top of the screen. Select Save as Template. A small window will ask you to name the template — use something descriptive like "Meeting Request" or "Invoice Follow-up." Click Save, and Outlook stores it in your templates folder.
To use it later, start a new email and click File, then New from Template. Choose your template from the list, and it opens ready to edit. Fill in the specific details for that message and send.
How to create a template in Outlook on the web
Outlook on the web (the version you access through a browser) does not have a traditional template feature, but you can accomplish the same thing using Quick Steps or by saving a draft. The simpler method is to write your message, click the three dots menu (⋯) at the bottom, and select Save as draft. Later, you can open that draft, edit the parts that change, and send it.
If your organization uses Outlook on the web and you need true templates, ask your IT department whether they have set up Quick Steps or template groups for your team. Some organizations pre-build templates for common messages and make them available through the New Email menu.
Adding placeholders so you remember what to change
When you write a template, use clear placeholders for information that changes. Instead of leaving a blank line, type something like [CUSTOMER NAME], [PROJECT important date], or [INVOICE NUMBER] in all caps. This makes it obvious what you need to fill in when you use the template, and you're less likely to accidentally send a message with a placeholder still in it.
For example, a customer response template might read: "Hello [CUSTOMER NAME], Thank you for your inquiry about [PRODUCT]. I can help you with [SPECIFIC REQUEST]. Please let me know if you have questions." When you open this template, you when ready see exactly what needs to be replaced.
Where Outlook stores templates and how to find them again
On Windows, Outlook stores templates in a folder on your computer. If you ever need to find the actual template file to edit it or move it, go to File > Options > Trust Center > Trust Center Settings > Trusted Locations. Look for the path listed under "User Templates" — that's where your .oft files live. You can open that folder in Windows Explorer and edit templates directly if needed.
On Mac, templates are stored in your Outlook preferences folder. You do not usually need to find them manually — just use the New from Template menu to access them. If you want to edit an existing template, open it from that menu, make your changes, and save it again with the same name (Outlook will ask if you want to replace the old version).
Common mistakes to avoid when creating templates
The most common mistake is including information that should not be the same every time. If you create a template with a specific date, you will have to delete and retype that date every time you use it — defeating the purpose. Only include text that truly stays the same across multiple messages.
Another mistake is making the template too long or too specific. A template for "Responses to John from Accounting" is too narrow — you will use it once and forget about it. A template for "Status Report" or "Customer Thank You" is broad enough that you will reach for it regularly. Think about messages you send at least three or four times a month, and make templates for those.
Finally, do not forget to test your template before you rely on it. Open it once, fill in sample information, and review it before sending. This catches typos, formatting problems, or missing information that you can fix while the template is still new.
Frequently Asked Questions
Can I edit a template after I've created it?
Yes. On Windows, open the template from your My Templates menu, make your changes, and save it again with the same name — Outlook will replace the old version. On Mac, use New from Template, edit the template, and save it. The system will ask if you want to overwrite the existing template.
Can I share a template with someone else?
Yes, but the process depends on your version. On Windows, you can email the .oft file directly to a colleague, and they can save it in their templates folder. On Mac or the web, it's easier to copy the text from your template and paste it into an email, then have them save that email as their own template. Some organizations also store shared templates on a shared drive or in a team folder.
What's the difference between a template and a signature?
A signature is just the closing part of an email — your name, title, and contact information — and it appears automatically on every message you send. A template is an entire message or message structure that you choose to use when you need it. You can have a signature inside a template, but a template does much more.
Can I create a template with formatting, colors, or images?
Yes. When you create your template, you can use bold, italics, colors, fonts, and images just as you would in a regular email. Outlook saves all of that formatting in the template file, so it appears exactly the same way each time you use it.
What if I accidentally delete a template?
On Windows, check your Recycle Bin — if the template file is there, you can restore it. If it's gone, you will need to recreate it. On Mac, templates are harder to recover once deleted. To avoid losing templates, consider keeping a backup copy of important ones in a folder on your computer or in cloud storage.