An Outlook email template can be updated to reflect new signatures or content. If you are wondering how to edit outlook email template efficiently, this guide will walk you through every step. Templates save time by reusing standard messages, but they need occasional updates. You can modify them directly in Outlook without starting from scratch. Let us show you the simplest methods for editing templates in Outlook 2016, 2019, 2021, and Microsoft 365.
First, understand that Outlook calls templates “email templates” or “message templates.” They are not the same as stationery or themes. A template is a pre-formatted email you can open, edit, and send. Editing one is straightforward once you know where to find the template files.
Understanding Outlook Email Templates
An Outlook email template is a saved .oft file. It contains the subject line, body text, formatting, and sometimes attachments. You create one by composing a message and saving it as an Outlook Template. When you need to send a similar email, you open the template, make changes, and send it.
Editing a template means modifying the .oft file. You cannot edit it directly from the “My Templates” pane in Outlook. Instead, you must open the template as a new email, make changes, and save it again as a template. This process overwrites the old version.
Where Are Outlook Templates Stored?
By default, Outlook saves templates in a specific folder. The location depends on your Outlook version and operating system. For Windows, the typical path is:
- Outlook 2016/2019/2021: C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates
- Outlook for Microsoft 365: Same as above
- Outlook for Mac: Templates are stored differently. You may need to use the “Save as Template” add-in.
You can also find templates by clicking “New Items” > “More Items” > “Choose Form” > “User Templates in File System.” This shows all .oft files in the default folder.
How To Edit Outlook Email Template
Now we get to the core of this guide. Follow these steps to edit any Outlook email template. The process is the same for most Outlook versions.
Step 1: Open The Template For Editing
You cannot double-click a .oft file to edit it. Instead, open Outlook and do the following:
- Go to the Home tab.
- Click New Items in the New group.
- Select More Items > Choose Form.
- In the Choose Form dialog, change the Look In dropdown to User Templates in File System.
- Select the template you want to edit and click Open.
This opens the template as a new email message. You can now edit the subject, body, and formatting.
Step 2: Make Your Changes
Edit the email content as needed. You can change text, add images, update hyperlinks, or modify the signature. Remember that any changes you make will be saved as the new template version.
Common edits include:
- Updating company information
- Changing the call-to-action
- Adding new recipients in the To field (optional)
- Adjusting font styles or colors
Be careful with attachments. If the original template had an attachment, it will appear in the message. You can replace it by removing the old one and attaching a new file.
Step 3: Save The Edited Template
After making changes, you must save the message as a template again. Do not click Send yet.
- Click File > Save As.
- In the Save As dialog, choose Outlook Template (*.oft) from the Save as type dropdown.
- Navigate to the same folder where the original template is stored.
- Give the file the same name to overwrite it, or use a new name to create a separate template.
- Click Save.
If you overwrite the original file, the old template is replaced. If you use a new name, you will have both versions available.
Step 4: Test The Updated Template
Open the template again using the Choose Form method. Verify that all changes are applied correctly. Send a test email to yourself to check formatting and links.
If something looks wrong, repeat the editing process. It is easier to fix issues before you use the template for real communications.
Editing Templates In Outlook For Mac
Outlook for Mac does not have built-in template support like Windows. However, you can still edit templates using a workaround. The process involves saving a message as a template using an add-in or manually creating .oft files.
One method is to use the “Save as Template” add-in from the Mac App Store. This adds a button to save and open templates. Once installed, you can edit templates similarly to Windows.
Alternatively, you can keep a draft email with your standard content. When you need to send it, open the draft, edit it, and send. This is not a true template but works for basic needs.
Common Issues When Editing Outlook Templates
Editing templates is usually smooth, but you may encounter problems. Here are some frequent issues and solutions.
Template Not Showing In Choose Form
If your template does not appear in the Choose Form dialog, check the Look In dropdown. It must be set to “User Templates in File System.” Also, ensure the template is saved in the correct folder.
Another reason could be file permissions. If you saved the template to a restricted folder, Outlook may not access it. Move the .oft file to the default Templates folder.
Changes Not Saving
When you save a template, make sure you select “Outlook Template (*.oft)” as the file type. If you save it as a regular .msg file, it will not work as a template. Also, check that you have write permissions for the folder.
Signature Not Updating
If your template includes a signature, editing the signature in Outlook options does not automatically update existing templates. You must manually edit the signature within the template. To do this:
- Open the template as described above.
- Delete the old signature.
- Insert the new signature from the Signature button in the message tab.
- Save the template again.
Advanced Editing: Using Quick Parts And Building Blocks
For frequent updates, consider using Quick Parts instead of full templates. Quick Parts are reusable snippets of content you can insert into any email. They are easier to edit because you update them once and they apply everywhere.
To create a Quick Part:
- Select the text or object you want to reuse.
- Go to the Insert tab > Quick Parts > Save Selection to Quick Part Gallery.
- Give it a name and click OK.
To edit a Quick Part, insert it into a message, make changes, and save it again with the same name. Outlook will ask if you want to update the existing entry. This is faster than editing full templates.
Editing Templates For Different Outlook Versions
The steps above work for Outlook 2016, 2019, 2021, and Microsoft 365. However, older versions like Outlook 2010 or 2007 have slight differences. In those versions, the “Choose Form” option is under the “File” menu instead of the “Home” tab.
For Outlook on the web (OWA), you cannot use .oft templates. Instead, use the “My Templates” pane. To edit a template in OWA:
- Click the My Templates icon in the message compose window.
- Select the template you want to edit.
- Click the pencil icon to edit the template content.
- Make changes and click Save.
Note that OWA templates are limited to text and basic formatting. They do not support images or attachments.
Best Practices For Managing Outlook Templates
To make editing easier in the future, follow these tips:
- Keep templates organized in subfolders by category (e.g., Sales, Support, HR).
- Use descriptive file names like “Meeting_Request_Template.oft”.
- Regularly review and update templates to keep information current.
- Back up your template folder to avoid losing customizations.
- Train team members on how to edit templates to maintain consistency.
Frequently Asked Questions
Can I edit an Outlook email template without opening it?
No, you must open the template as a new message to edit it. You cannot modify the .oft file directly with a text editor because it contains binary data.
How do I change the subject line in a saved template?
Open the template using Choose Form, edit the subject field, and save the template again with the same name. The new subject will be used next time.
Why does my edited template not show the new signature?
Signatures are not automatically updated in existing templates. You must manually replace the signature in the template and save it again.
Can I share edited templates with colleagues?
Yes, copy the .oft file to a shared network folder or email it to them. They can save it to their Templates folder and use it.
Is there a way to edit multiple templates at once?
No, Outlook does not support batch editing of templates. You must edit each one individually. Consider using Quick Parts for content that appears in many templates.
Conclusion
Editing an Outlook email template is a simple process once you know the steps. Open the template via Choose Form, make your changes, and save it as an .oft file again. This method works for most Outlook versions on Windows. For Mac or web versions, use workarounds or built-in tools like My Templates.
Remember to test your edited template before sending it to clients or team members. Regular updates keep your communications professional and accurate. With this guide, you can confidently modify any Outlook email template whenever needed.
If you encounter issues, check file locations, permissions, and file types. The solutions provided here cover the most common problems. Now you can streamline your email workflow by keeping templates up to date.