How to Create an Email Template in Outlook

Yes, you can create and save email templates in Outlook. The exact path depends on whether you use new Outlook, classic Outlook for Windows, Outlook on the web, or Outlook for Mac. Full reusable emails use Mail Templates or .oft, while My Templates and Quick Parts are better for shorter reusable text.

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Christin Baumgarten

Operations Manager

Oliver Jackson
Reviewer

Email Marketing Specialist

Abdessamad El Bahri
Tester

Full Stack Engineer

Authored By Christin Baumgarten Operations Manager

Christin Baumgarten is the Operations Manager at Mailbird, where she drives product development and leads communications for this leading email client. With over a decade at Mailbird — from a marketing intern to Operations Manager — she offers deep expertise in email technology and productivity. Christin’s experience shaping product strategy and user engagement underscores her authority in the communication technology space.

Reviewed By Oliver Jackson Email Marketing Specialist

Oliver is an accomplished email marketing specialist with more than a decade's worth of experience. His strategic and creative approach to email campaigns has driven significant growth and engagement for businesses across diverse industries. A thought leader in his field, Oliver is known for his insightful webinars and guest posts, where he shares his expert knowledge. His unique blend of skill, creativity, and understanding of audience dynamics make him a standout in the realm of email marketing.

Tested By Abdessamad El Bahri Full Stack Engineer

Abdessamad is a tech enthusiast and problem solver, passionate about driving impact through innovation. With strong foundations in software engineering and hands-on experience delivering results, He combines analytical thinking with creative design to tackle challenges head-on. When not immersed in code or strategy, he enjoys staying current with emerging technologies, collaborating with like-minded professionals, and mentoring those just starting their journey.

How to Create an Email Template in Outlook
How to Create an Email Template in Outlook

New Outlook , classic Outlook , Outlook on the web, and Mac.

Yes, you can create and save email templates in Outlook. The exact path depends on whether you use new Outlook, classic Outlook for Windows, Outlook on the web, or Outlook for Mac. Full reusable emails use Mail Templates or .oft , while My Templates and Quick Parts are better for shorter reusable text. [2] [3] [5] [7]

If you’re trying to create an Outlook email template, make a template email in Outlook, or save an email as a template for later, the steps below show the right method for each version and how to reuse the template when you need it. If you also work in Gmail, Apple Mail, or other apps, see the broader guide to email templates and canned responses. [2] [3] [4] [7]

Key takeaways

  • New Outlook for Windows and Outlook on the web use Mail Templates for full reusable emails, including subject, formatting, and attachments. [2] [4]
  • Classic Outlook for Windows uses Outlook Template (*.oft) files saved through File > Save As . [2] [4]
  • Outlook for Mac uses File > Save As Template and File > New > Email From Template . [7]
  • My Templates is for short reusable text, while Quick Parts is for reusable text blocks in classic Outlook. [2] [5]
  • Opening a template creates a new draft, so edits do not change the saved master unless you resave it. [4]
  • If it is available on your account, you can import an old .oft file into new Outlook through Settings > Mail > Templates > Add > Add OFT . [3]
  • Microsoft says some template features, including Mail Templates and My Templates, require a qualifying Microsoft 365 subscription. [2] [3]
Table of contents

Quick answer by Outlook version

Outlook version or tool Create it here Use it later Best for
New Outlook for Windows
Outlook on the web 		Open a new message, build the email, then choose Message > Mail template > Save email as template . [2] Open Mail from template , choose the saved item, edit the changing fields, and send. [4] Full emails that keep the same subject, structure, formatting, and attachments. [2]
Classic Outlook for Windows Create the message, then go to File > Save As > Outlook Template (*.oft) . [2] Go to New Items > More Items > Choose Form > User Templates in File System . [4] Shareable or local Windows template files. [3]
Outlook for Mac Create the message, then choose File > Save As Template . [7] Choose File > New > Email From Template . [7] Full email templates on Mac. [7]
My Templates Open a message, choose My Templates or View Templates , then save the reusable text. [2] Insert the saved snippet into any draft. [2] Short canned replies. [2]
Quick Parts
Classic Outlook only 		Save reusable text blocks inside classic Outlook. [5] Insert the block into a longer email when needed. [5] Disclaimers, FAQ blocks, and repeated paragraphs. [5]

New Outlook for Windows
Outlook on the web

Create it here
Open a new message, build the email, then choose Message > Mail template > Save email as template . [2]
Use it later
Open Mail from template , choose the saved item, edit the changing fields, and send. [4]
Best for
Full emails that keep the same subject, structure, formatting, and attachments. [2]

Classic Outlook for Windows

Create it here
Create the message, then go to File > Save As > Outlook Template (*.oft) . [2]
Use it later
Go to New Items > More Items > Choose Form , set Look In to User Templates in File System , select the template, open it, edit the draft, and send it. [4]
Best for
Shareable or local Windows template files. [3]

Outlook for Mac

Create it here
Create the message, then choose File > Save As Template . [7]
Use it later
Choose File > New > Email From Template . [7]
Best for
Full email templates on Mac. [7]

My Templates

Create it here
Open a message, choose My Templates or View Templates , then save the reusable text. [2]
Use it later
Insert the saved snippet into any draft. [2]
Best for
Short canned replies. [2]

Quick Parts
Classic Outlook only

Create it here
Save reusable text blocks inside classic Outlook. [5]
Use it later
Insert the block into a longer email when needed. [5]
Best for
Disclaimers, FAQ blocks, and repeated paragraphs. [5]

What can change

Microsoft updates Outlook regularly, and ribbon labels can shift between new Outlook, classic Outlook, Outlook on the web, and Mac. If your screen looks a little different, confirm your Outlook version first and then compare it with the current Microsoft pages in the source list. [1] [2]

Quick check: open a blank message and look for one of these labels: Mail template , My Templates , View Templates , File > Save As > Outlook Template , or File > Save As Template . [2] [7]

How to create an email template in new Outlook or Outlook on the web

How to create an email template in new Outlook or Outlook on the web

  1. 1. Open a new message and build the email

    Create the email the way you want it to look every time: add the subject, write the body, format the text, and attach any files you want the template to keep. [2]

    Use placeholders like [First Name] , [Due Date] , and [Case Number] so you do not send saved personal details by mistake.

    Check: The draft already looks like the message you want to reuse.

  2. 2. Save it as a Mail Template

    On the Message ribbon, choose Mail template > Save email as template , give it a clear name, and save it. Microsoft says the saved item then appears under Settings > Mail > Templates for that account. [2]

    Check: You can open Settings > Mail > Templates and see the new template name.

  3. 3. Reuse the template without overwriting the master

    When you need it, open Mail from template , choose the saved item, edit only the fields that change, and send it. Outlook opens a new draft from the template, so the saved master stays unchanged unless you resave it yourself. [4]

    Check: The template opens as a fresh draft and the original saved version stays intact.

How to save an email as a template in classic Outlook

  1. 1. Save the message as an Outlook Template file

    Create the message, then go to File > Save As and choose Outlook Template (*.oft) . Outlook’s default Windows folder for these files is c:\users\username\appdataoaming\microsoft\templates . [2]

    Check: You can see the saved .oft file in your template folder.

  2. 2. Open it later from Choose Form

    Go to New Items > More Items > Choose Form , set Look In to User Templates in File System , select the template, open it, edit the draft, and send it. [4]

    Check: Outlook opens a new draft from the template instead of replacing the saved file.

How to import an old .oft template into new Outlook

If you moved from classic Outlook to new Outlook or Outlook on the web, go to Settings > Mail > Templates > Add > Add OFT , choose the file, and import it into your current template list. [3]

Check: The imported template now appears in your current template list.

How to make a text template with My Templates

Use My Templates when you only need reusable wording instead of a whole email. Open a message, choose My Templates in new Outlook or Outlook on the web, or View Templates in classic Outlook. Click +Template , give it a title, add the reusable text, and save it. Microsoft says My Templates live in your primary mailbox across supported Outlook platforms. [2]

Check: You can insert the saved snippet into a draft without retyping it.

How to create an email template in Outlook for Mac

In Outlook for Mac, create the message and choose File > Save As Template . To reuse it later, choose File > New > Email From Template . [7]

Check: Opening the template creates a new draft rather than replacing the saved master.

Which Outlook template tool should you use?

Mail Templates

Use this in new Outlook or Outlook on the web when you want a full repeatable email with the same subject, body, formatting, and attachments. [2]

.oft files

Use this in classic Outlook for Windows when you want a file-based Outlook template you can store, move, or share. [3]

My Templates

Use this when the message changes every time but you keep reusing the same short reply or phrase. [2]

Quick Parts

Use this in classic Outlook when you want reusable blocks such as disclaimers, pricing sections, or FAQ paragraphs inside larger emails. [5]

Why this works

Outlook separates full-message templates from text snippets. Once you match the job to the right tool—Mail Templates or .oft for whole emails, My Templates or Quick Parts for reusable text—the menus make much more sense and it becomes easier to keep your saved content organized. [2] [3] [5]

Troubleshooting

These are the most common template problems and the fastest fix for each one.

Symptom Likely cause Fix
You can’t find Mail template . You may be in the wrong Outlook version, or Microsoft moved the label. Match your version first. New Outlook and Outlook on the web use Mail Templates, classic Outlook uses File > Save As > Outlook Template , and Mac uses File > Save As Template . [1] [2] [7]
My Templates or View Templates is missing. The add-in may be turned off, or it needs to be added back. Restart Outlook, open the apps or add-ins area, and try adding My Templates again. If it is still missing, ask your admin to check add-in settings. [2] [6]
Your saved template loses attachments or rich formatting. You probably saved a snippet instead of a full email template. Recreate it as a full Mail Template or an .oft file instead of a My Templates snippet. [2]
You edited a template email, but the original did not change. Outlook opened a new draft from the template instead of editing the master. Go back to the original template and resave the master version. Edits in a draft do not automatically update the saved template. [4]
Add OFT is missing, or your old .oft file does not appear. The file was never imported, or the feature is not available on your account. Use Settings > Mail > Templates > Add > Add OFT if that option appears. If it does not, keep using the file in classic Outlook. [3]
Teammates cannot see the shared mailbox template you made. Shared mailbox template behavior depends on how the mailbox is opened and which Outlook version you use. Follow Microsoft’s shared-mailbox template rules for your Outlook version, or share a common .oft file instead. [2] [3]
Choose Form opens the wrong folder, or no template appears. The .oft file was saved outside the default templates folder. Browse to the correct file location or move the file to c:\users\username\appdataoaming\microsoft\templates so it is easier to find next time. [2] [4]
You are on Mac and the Windows steps do not match your screen. Mac uses a different menu path. Use File > Save As Template to save the template and File > New > Email From Template to use it later. [7]

You can’t find Mail template .

Likely cause
You may be in the wrong Outlook version, or Microsoft moved the label.
Fix
Match your version first. New Outlook and Outlook on the web use Mail Templates, classic Outlook uses File > Save As > Outlook Template , and Mac uses File > Save As Template . [1] [2] [7]

My Templates or View Templates is missing.

Likely cause
The add-in may be turned off, or it needs to be added back.
Fix
Restart Outlook, open the apps or add-ins area, and try adding My Templates again. If it is still missing, ask your admin to check add-in settings. [2] [6]

Your saved template loses attachments or rich formatting.

Likely cause
You probably saved a snippet instead of a full email template.
Fix
Recreate it as a full Mail Template or an .oft file instead of a My Templates snippet. [2]

You edited a template email, but the original did not change.

Likely cause
Outlook opened a new draft from the template instead of editing the master.
Fix
Go back to the original template and resave the master version. Edits in a draft do not automatically update the saved template. [4]

Add OFT is missing, or your old .oft file does not appear.

Likely cause
The file was never imported, or the feature is not available on your account.
Fix
Use Settings > Mail > Templates > Add > Add OFT if that option appears. If it does not, keep using the file in classic Outlook. [3]

Teammates cannot see the shared mailbox template you made.

Likely cause
Shared mailbox template behavior depends on how the mailbox is opened and which Outlook version you use.
Fix
Follow Microsoft’s shared-mailbox template rules for your Outlook version, or share a common .oft file instead. [2] [3]

Choose Form opens the wrong folder, or no template appears.

Likely cause
The .oft file was saved outside the default templates folder.
Fix
Browse to the correct file location or move the file to c:\users\username\appdataoaming\microsoft\templates so it is easier to find next time. [2] [4]

You are on Mac and the Windows steps do not match your screen.

Likely cause
Mac uses a different menu path.
Fix
Use File > Save As Template to save the template and File > New > Email From Template to use it later. [7]

Store, update, and share templates

Make them ahead of time: Build one clean master for each repeated job before you actually need it. Bracketed placeholders such as [Customer Name] and [Meeting Date] are easier to spot than real personal details left in a saved draft.

Know where they live: Classic Outlook saves .oft files locally by default in the Windows templates folder. New Outlook and Outlook on the web list Mail Templates under Settings > Mail > Templates , and My Templates are tied to your primary mailbox on supported platforms. [2] [3] [4]

Name them clearly for team use: Simple names like Support_Refund , Sales_FollowUp , and HR_Interview are easier to manage. If several people need the same file-based template, a shared .oft file can be easier than rebuilding the template by hand in each mailbox. For mailbox-based templates, follow Microsoft’s shared-mailbox rules for your Outlook version. [2] [3]

Need a simpler desktop option?

If Outlook’s mix of Mail Templates, .oft files, My Templates, and Quick Parts feels like more work than it should, Mailbird is worth a look. Mailbird is a desktop email client for Windows and Mac, and Mailbird Next includes a Snippets feature for reusable messages that works well for everyday templates. [8] [9]

Visit Mailbird

Frequently Asked Questions

How do I make a template email in Outlook?

In new Outlook or Outlook on the web, use Mail Templates. In classic Outlook for Windows, save the message as an Outlook Template ( .oft ). On Mac, use File > Save As Template . [2] [3] [7]

How do I save an email as a template in classic Outlook?

Create the message, choose File > Save As , save it as Outlook Template (*.oft) , and reopen it later from Choose Form . [2] [4]

What’s the difference between Mail Templates and My Templates?

Mail Templates save a fuller email draft. My Templates save short text snippets you insert into other emails. [2]

Where are Outlook templates saved?

Classic .oft templates are local files. New Outlook and Outlook on the web show Mail Templates under Settings > Mail > Templates . My Templates live in your mailbox. [2] [3] [4]

Can I use a classic .oft template in new Outlook?

Yes, if the feature is available on your account. Import it through Settings > Mail > Templates > Add > Add OFT . [3]

Why is My Templates missing?

Usually the add-in is turned off, unavailable, or needs to be added back. [2] [6]

How do I create an email template in Outlook for Mac?

Use File > Save As Template to save it and File > New > Email From Template to use it later. [7]

Do edits to a template email update the original?

No. Outlook opens a new draft from the template. If you want permanent changes, update and resave the master template itself. [4]

Quick checklist

Screenshot this before you close Outlook.

  • I identified my Outlook version before choosing a template method.
  • I picked the right tool: Mail Templates, .oft , My Templates, or Quick Parts.
  • I removed real names and private details and replaced them with clear placeholders.
  • I saved the template with a name I can recognize fast.
  • I reopened the template once to make sure the path works.
  • I sent a test email to myself and checked the formatting, links, and attachments.
  • I know where the master template lives so I can update it later.
  • If I switch Outlook versions , I know whether I need Mail Templates, .oft , or My Templates.