How To Make A Template On Outlook : Saving Reusable Email Layouts

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Building an email template in Outlook saves time by storing a pre-formatted message that you can reuse with consistent content. If you’ve ever wondered how to make a template on outlook, you’re in the right place. This guide walks you through every step, from creating a simple template to managing and using it efficiently.

Email templates are perfect for repetitive messages like weekly reports, meeting requests, or customer follow-ups. Instead of typing the same thing over and over, you create it once and reuse it. Let’s get started.

How To Make A Template On Outlook

This section covers the exact steps for creating a template in Outlook. The process is slightly different depending on your Outlook version—desktop (Windows or Mac) or web (Outlook.com). We’ll cover both.

Creating A Template In Outlook Desktop (Windows)

For Outlook 2016, 2019, or Microsoft 365 on Windows, follow these steps:

  1. Open Outlook and click New Email to start a blank message.
  2. Compose your email with the content you want to save. This includes subject line, body text, images, and formatting.
  3. Go to the File tab in the top-left corner.
  4. Select Save As from the menu.
  5. In the “Save As” dialog box, choose Outlook Template (*.oft) from the “Save as type” dropdown.
  6. Name your template something descriptive, like “Weekly Report Template” or “Client Follow-Up.”
  7. Click Save. The template is now stored in your default Templates folder.

That’s it. You’ve created your first template. But where does it go? Outlook saves .oft files in a hidden folder by default. Don’t worry—you don’t need to find it manually. You’ll access it through the “New Items” menu later.

Creating A Template In Outlook For Mac

Outlook for Mac handles templates a bit differently. Here’s how:

  1. Open Outlook and create a new email message.
  2. Compose your email as desired.
  3. Go to the File menu at the top of your screen.
  4. Select Save as Template.
  5. Give your template a name and click Save.

Mac users, note that Outlook for Mac does not support .oft files. Instead, it saves templates as .eml files in a dedicated Templates folder. This is fine for reuse, but you cannot share them with Windows users directly.

Creating A Template In Outlook On The Web

Outlook.com or Outlook Web App (OWA) has a simpler approach. It uses “Quick Parts” or “My Templates” (depending on your version). Here’s the method:

  1. Log in to Outlook on the web.
  2. Click New message to open a compose window.
  3. Write your email content.
  4. Look for the My Templates or Quick Parts icon in the toolbar (it looks like a puzzle piece or a folder).
  5. Click it, then select Save as template.
  6. Name your template and click Save.

Web templates are stored in your account and sync across devices. This is handy if you switch between computers often.

Using Your Saved Outlook Template

Now that you’ve created a template, you need to know how to use it. The steps vary by platform.

Using Templates In Outlook Desktop (Windows)

To open and send a template:

  1. Click the New Items button on the Home tab.
  2. Select More Items, then Choose Form.
  3. In the “Choose Form” dialog, change the “Look In” dropdown to User Templates in File System.
  4. Find your template from the list and click Open.
  5. The template opens as a new email. Edit any details (like the recipient’s address) and click Send.

Tip: You can also double-click the .oft file directly from File Explorer to open it in Outlook.

Using Templates In Outlook For Mac

For Mac users:

  1. Go to the File menu.
  2. Select New, then Email from Template.
  3. Browse to your Templates folder and select the .eml file.
  4. Edit as needed and send.

Using Templates In Outlook On The Web

In the web version:

  1. Open a new message.
  2. Click the My Templates icon.
  3. Choose your saved template from the list.
  4. The content inserts into your email. Make changes and send.

Advanced Template Tips And Tricks

Once you’re comfortable with basic templates, try these advanced techniques to save even more time.

Adding Placeholders For Dynamic Content

If your template needs variable information (like a client’s name or date), use placeholders. For example, type “[Client Name]” or “[Date]” in your template. When you use the template, simply find and replace these placeholders with the actual data.

This works well for recurring emails where only a few details change. You can even use Outlook’s Quick Parts to insert fields like “Current Date” automatically.

Creating Quick Steps For Templates

Quick Steps are one-click actions that combine multiple steps. You can create a Quick Step that opens a template and applies a category or flag. Here’s how:

  1. Go to the Home tab and click Quick Steps.
  2. Select New Quick Step, then Custom.
  3. Name your Quick Step (e.g., “Send Weekly Report”).
  4. Under “Actions,” choose New Message and select your template.
  5. Add additional actions like “Categorize” or “Flag Message.”
  6. Click Finish.

Now you can send your template with one click from the Quick Steps gallery.

Sharing Templates With Your Team

If you work in a team, you can share .oft files via email or a shared network folder. Others can save them to their own Templates folder. For web templates, sharing isn’t built-in, but you can copy the email content and share it as text for others to save manually.

Note: Templates don’t sync across Outlook installations automatically. Each user must save their own copy.

Common Issues And Fixes

Even with a simple process, you might run into problems. Here are solutions to frequent issues.

Template Not Showing In The List

If your template doesn’t appear in the “Choose Form” dialog, check these:

  • Did you save it as an Outlook Template (.oft)? Other formats won’t work.
  • Is it in the correct folder? The default location is C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates. You can copy .oft files there manually.
  • Try restarting Outlook. Sometimes the list refreshes only after a restart.

Template Opens As Read-Only

This happens if you double-click the .oft file from File Explorer. The template opens as a new email, but you might see “Read-Only” in the title bar. This is normal—just edit and send. The original template remains unchanged.

Can’t Find The New Items Button

In some Outlook layouts, the “New Items” button is hidden. Click the small arrow at the bottom of the “New Email” button to expand it. You’ll see “More Items” there.

Web Version Doesn’t Have My Templates

If you don’t see the “My Templates” icon, your Outlook on the web might be an older version. Try using the “Quick Parts” feature instead. If neither is available, consider upgrading to a newer plan or using the desktop app.

Frequently Asked Questions

Can I create a template with attachments?

Yes, but with a catch. When you save a template with an attachment, the attachment is included. However, if you use the template later, the attachment might not appear if the original file was moved or deleted. For best results, attach files that are permanent, like a company logo or a PDF that stays in the same location.

How do I delete an Outlook template?

To delete a template, locate the .oft file on your computer (in the Templates folder) and delete it. For web templates, open the “My Templates” panel, hover over the template, and click the delete icon (usually a trash can).

Can I use templates on Outlook mobile?

Outlook mobile apps do not support templates natively. However, you can copy the template text from a saved email and paste it into a new message. Some third-party apps offer template features, but they are not official.

Why does my template lose formatting?

If your template uses complex formatting (like tables or custom fonts), it might look different when sent. This is often due to the recipient’s email client. Stick to standard fonts (Arial, Calibri) and simple layouts to maintain consistency.

Can I create a template for recurring meetings?

Yes, but you need to use the “Appointment” or “Meeting” form instead of an email. Open a new meeting request, fill in the details, and save it as an Outlook Template (.oft). When you open it later, you can update the date and time.

Final Thoughts On Outlook Templates

Mastering how to make a template on outlook is a small investment that pays off big. You’ll cut down on repetitive typing, reduce errors, and maintain a professional look across all your emails. Start with one template for a common task, then expand as you see fit.

Remember, templates are just the beginning. Combine them with Quick Steps, placeholders, and sharing to build a workflow that saves you hours each week. If you hit a snag, the fixes are usually simple. And if you’re using Outlook on the web, don’t forget to check for updates—Microsoft adds new features regularly.

Now go ahead and create your first template. You’ll wonder how you ever managed without them.