What a template is and why you'd make one

An Outlook template is a pre-written email you save and reuse instead of typing the same message over and over. You write it once — with your standard greeting, closing, signature, or entire body text — then Outlook stores it so you can open it, fill in the specific details, and send it. Templates save time when you send similar emails regularly: customer responses, meeting requests, status updates, or anything else that follows the same pattern.

The template itself is not sent to anyone. It lives in your Outlook, and you decide when to use it. Each time you open a template, you get a fresh copy to edit, so the original stays unchanged.

Key Takeaways

  • Templates in Outlook are saved email drafts you can reuse by opening them, editing the specific parts, and sending them as new messages.
  • You create a template by writing an email, saving it as a template file, and storing it in a folder Outlook recognizes.
  • The exact steps differ between Outlook on the web, Outlook for Windows, and Outlook for Mac, but the concept is the same in all three.
  • Once saved, you open a template by starting a new email and inserting the template file into the message.
  • Templates work best for emails where most of the text stays the same and only a few details change each time.

Creating a template in Outlook for Windows

Open Outlook and select New Email (or press Ctrl+N). Write the email exactly as you want it to appear when you use the template — include your greeting, body text, closing, and signature. Leave blank any fields that will change each time, like the recipient's name or a specific date.

Once the email is written, go to File in the top menu, then select Save As. A dialog box opens. In the bottom right, you will see a dropdown that says Outlook Template — click it and select Outlook Template (.oft). Give your template a clear name (for example, "Customer Thank You" or "Weekly Status Report"), then click Save. Outlook stores the template in a default folder it creates automatically.

Close the email without sending it. The template is now saved and ready to use.

Creating a template in Outlook on the web

Outlook on the web does not have a built-in template feature the way the desktop version does, but you can work around it. Compose a new email and write your template text. Once it is complete, click the three dots menu (more actions) and look for Save as draft. This keeps the email in your Drafts folder.

When you need to use the template, open your Drafts folder, find the email, and click it to open. Select Forward instead of Reply. This creates a new copy of the email that you can edit and send. The original stays in Drafts for next time.

This method is less elegant than a true template, but it works if you only need a few templates and do not mind the extra step of forwarding.

Creating a template in Outlook for Mac

Write a new email with all the text you want in your template. Go to File in the top menu and select Save as Template. A dialog opens asking you to name the template — use a descriptive name so you recognize it later. Click Save.

On Mac, templates are stored in a folder Outlook creates automatically. You do not need to navigate to it yourself. Close the email without sending it.

Using a template you have already created

In Outlook for Windows, start a new email (Ctrl+N). Go to File, then Open, and browse to your template file. The template opens as a new email. Edit any fields that need to change — add the recipient's address, fill in specific details, adjust the date — then send it as you would any other email.

Alternatively, some versions of Outlook have a Quick Steps or Templates button in the ribbon. If you see it, click it and select your template from the list. This is faster than using File > Open.

On Mac, go to File, then New, then New Message from Template. Select the template you want from the list that appears. Edit and send as normal.

Organizing templates so you can find them

If you create more than two or three templates, keeping them organized matters. In Windows, templates are stored in a folder you can access through File > Open > File (in the dialog). The default location is usually Documents\Microsoft\Templates, but you can create subfolders inside it to group templates by type — one folder for customer emails, one for internal updates, one for meeting requests.

Give each template a name that tells you what it is for at a glance. "Customer Thank You" is better than "Email 1". If you use a template weekly, you might add the frequency to the name: "Weekly Status Report" or "Monthly Invoice Reminder".

On Mac, templates appear in a list when you go to File > New > New Message from Template, so naming them clearly is the main way to stay organized.

When templates work best and when they do not

Templates shine when you send the same email structure repeatedly but with different details each time. A customer service team might use a template for order confirmations, a manager might use one for weekly check-ins, or a recruiter might use one for interview scheduling. The body text is identical; only the names, dates, or order numbers change.

Templates are less useful if every email you send is unique or if you only send a particular type of email once or twice a year. The time you save by not retyping is small, and the template takes up space in your system. Start with templates for emails you send at least once a week.

Frequently Asked Questions

Can I edit a template after I save it?

Yes. Open the template file the same way you would to use it — through File > Open in Windows or File > New > New Message from Template on Mac — but instead of sending it, go back to File > Save as Template and save it with the same name. Outlook will ask if you want to replace the old version. Click yes. The next time you use that template, the changes will be there.

What is the difference between a template and a draft?

A draft is an email you started but did not send — it stays in your Drafts folder and is tied to Outlook. A template is a file you save separately and can reuse as many times as you want. Drafts are for emails you plan to finish and send soon; templates are for emails you will send repeatedly over time.

Can I share a template with a coworker?

Yes. Find the template file on your computer (usually in Documents\Microsoft\Templates on Windows), and send it to your coworker as an attachment. They can save it to their own Templates folder and use it the same way you do. Both of you will need the same version of Outlook for the template to work correctly.

Why does my template include the recipient's address when I open it?

You probably saved an email that already had a recipient filled in. When you create a template, leave the To, Cc, and Bcc fields blank so they do not carry over. Open the template file, delete any addresses in those fields, save it again as a template, and the next time you use it, those fields will be empty.

Can I use templates in Outlook on my phone?

The Outlook mobile app does not have a built-in template feature. If you need templates on your phone, use Outlook on the web through your browser instead, or consider using the draft-forwarding method described earlier in this guide.