What a template is and why you'd use one
A template in Outlook is a pre-written email format you save and reuse. Instead of typing the same message structure, greeting, or signature over and over, you create it once, save it as a template, and then open that template whenever you need it. The template fills in the basic structure — subject line, body text, formatting — and you add the specific details for each person or situation.
Templates save time if you send similar emails regularly: customer responses, meeting requests, status updates, or any message with a standard format. You write it once, and Outlook remembers it.
Key Takeaways
- A template is a saved email format you can reuse without retyping the same structure and text each time.
- You create a template by composing an email the way you want it, then saving it as a template instead of sending it.
- Templates are stored in Outlook's template folder and appear in the New Email menu when you need them.
- You can create separate templates for different types of messages — one for client follow-ups, another for meeting requests, another for status reports.
Creating a template in Outlook on Windows
Start by opening Outlook and clicking New Email (or pressing Ctrl+N). Write the email exactly as you want the template to look: add the subject line, body text, formatting, and any signature or standard phrases. Leave blank only the parts that change each time — like the recipient's name or specific details.
Once the email is written the way you want it, do not send it. Instead, go to File in the top menu, then select Save As. A dialog box opens. In the "Save as type" dropdown at the bottom, change it from "Outlook Message Format" to Outlook Template (.oft). Give your template a clear name — something like "Client Follow-Up" or "Weekly Status Report" — then click Save. Outlook automatically stores it in the correct folder.
To use the template later, click New Email, then look for a button or menu option labeled More Options or the three-dot menu. Select Item Templates or My Templates, and your saved template appears in the list. Click it, and a new email opens with all your pre-written text ready to customize.
Creating a template in Outlook on Mac
On a Mac, the process is similar but the menu locations differ slightly. Open Outlook and create a new email by pressing Command+N. Write your template email with the subject, body text, and any formatting you want to keep.
When it is ready, click File in the top menu, then select Save As Template. A small window appears asking you to name the template. Type a descriptive name and click Save. Outlook stores it automatically.
To reuse the template, click File, then New, then From Template. Your saved templates appear in a list. Click the one you want, and a new email opens with your pre-written content ready to edit.
Using templates in Outlook on the web
Outlook on the web (the browser version) does not have a traditional template feature the same way the desktop version does. Instead, you can use Quick Steps or Focused Inbox rules to automate parts of your email workflow, but these are not true templates.
The closest option is to compose an email the way you want it, then use your browser's bookmark feature or a note-taking app to save the text separately. When you need it, copy and paste it into a new Outlook email. Alternatively, if you have the desktop version of Outlook installed on your computer, create your templates there — they sync to the web version and become available in the template menu.
Organizing templates so you can find them
If you create many templates, naming them clearly matters. Use names that describe the purpose: "Client Invoice Follow-Up", "Meeting Reschedule Request", "Weekly Team Update". Avoid generic names like "Template 1" or "Email" — you will not remember what each one contains.
In Outlook on Windows, all your templates live in one folder. You can view them by going to File > Open > Outlook Data File and navigating to the Templates folder, but you do not need to do this often. The template menu shows them in alphabetical order, so clear naming makes scanning the list faster.
If you have templates you no longer use, you can delete them the same way: go to File > Open > Outlook Data File, find the Templates folder, right-click the template you want to remove, and select Delete.
Editing a template after you have created it
If you need to change a template — to update standard text, fix a typo, or add new information — open it from your template list, make the changes, then save it again as a template with the same name. Outlook asks if you want to replace the old version; click Yes.
On Windows, you can also navigate directly to the Templates folder through File > Open > Outlook Data File, find the template file, right-click it, and select Open. Make your edits and save. On Mac, use File > Open > Recent to find templates you have used recently, or save the edited version as a new template if you want to keep both the old and new versions.
Common reasons templates do not appear where you expect
If you created a template but cannot find it in your template menu, the most common cause is that it was saved in the wrong location. Check that you selected Outlook Template (.oft) in the "Save as type" dropdown, not "Outlook Message Format (.msg)". A .msg file is a regular email file, not a template, and it will not appear in your template list.
Another reason is that Outlook needs to be restarted to recognize a newly created template. Close Outlook completely and reopen it; the new template should appear in the menu. If you are using Outlook on the web, remember that templates created in the desktop version may take a few minutes to sync to the web version.
Frequently Asked Questions
Can I share a template with a coworker?
Yes. Find the template file in your Templates folder (usually in your Outlook data folder), and email it to your coworker as an attachment. They can save it to their own Templates folder, and it will appear in their template menu. The exact folder location varies by Windows version and Outlook setup, so ask your IT department if you cannot locate it.
What is the difference between a template and a signature?
A signature is a block of text that appears at the end of every email you send — usually your name, title, and contact information. A template is an entire email structure you reuse for specific types of messages. You can have one signature but many templates, and a template can include your signature as part of it.
Can I create a template with attachments?
No. Templates store text, formatting, and structure, but not attachments. You can create a template with a note reminding you to attach a file — for example, "Remember to attach the invoice" — but the attachment itself must be added each time you use the template.
Do templates work in Outlook on my phone?
Templates created on desktop Outlook do not appear in the Outlook mobile app. The mobile version does not support the template feature. If you need the same email structure on your phone, copy and paste the text into a note app or use your phone's text replacement feature to create shortcuts for common phrases.
What happens to my templates if I uninstall Outlook?
Your template files remain on your computer in the Outlook data folder, but they are not accessible through Outlook until you reinstall it. When you reinstall Outlook and set it up again, your templates reappear in the template menu automatically.