Reusable email templates save time by letting you insert pre-written responses with a few clicks. If you have ever wondered how to save email templates in Outlook, you are in the right place. This guide walks you through the entire process step by step, covering Outlook for Windows, Mac, and the web version.
Email templates are a huge time saver. Instead of typing the same reply over and over, you can create a template once and use it forever. This is perfect for common responses, weekly updates, or client follow-ups.
Let us get started. We will show you the exact steps for each version of Outlook.
What Are Outlook Email Templates
An Outlook email template is a pre-written email that you can save and reuse. It can include text, formatting, and even attachments. You can create templates for any situation.
Think of it like a stencil for your emails. You write the core message once, then insert it whenever you need it. This keeps your responses consistent and saves you from retyping.
Templates are different from signatures. Signatures are usually short and appear at the bottom of every email. Templates are full messages that you can customize before sending.
How To Save Email Templates In Outlook (Windows Desktop)
This is the most common version. Follow these steps to create your first template.
Step 1: Open A New Email Message
Click “New Email” in the Home tab. This opens a blank message window. Do not fill in the “To” field yet. You will add recipients later when you use the template.
Write the content you want to save. You can use bold, italics, bullet points, or any formatting. Add any attachments you need, like a PDF or image.
Step 2: Save The Message As A Template
Go to the “File” menu in the top left corner of the new message window. Click “Save As.” A dialog box will open.
In the “Save as type” dropdown, choose “Outlook Template (*.oft)”. This is the file format for templates. Give your template a clear name, like “Weekly Status Update” or “Client Follow-Up.”
Click “Save.” Outlook will save the template in your default Templates folder. That is it. You have created your first template.
Step 3: Use Your Template Later
To use the template, click “New Items” in the Home tab. Hover over “More Items” and select “Choose Form.”
In the “Choose Form” dialog, change the “Look In” dropdown to “User Templates in File System.” You will see your saved template. Select it and click “Open.”
A new email will open with your template content. Add the recipient, subject if needed, and make any edits. Then send it as usual.
How To Save Email Templates In Outlook For Mac
Outlook for Mac works a bit differently. The process is still simple.
Step 1: Create Your Email
Open a new message by clicking “New Email” in the toolbar. Write your template content. Format it how you want. Add any attachments.
Step 2: Save As A Template
Click “File” in the menu bar of the new message window. Select “Save As.” A save dialog will appear.
In the “Format” dropdown, choose “Outlook Template (.oft)”. Name your file and choose a location. The default location is usually fine. Click “Save.”
Step 3: Use The Template
To use a template on Mac, go to “File” in the main Outlook menu. Select “New” and then “New Email from Template.”
A file browser will open. Navigate to your saved .oft file and select it. The template will open as a new message. Fill in the recipient and send.
You can also drag the .oft file to your Dock for quick access. This makes it even faster to use your most common templates.
How To Save Email Templates In Outlook On The Web
Outlook on the web (OWA) does not support .oft templates directly. But you can use a workaround with Quick Parts or a saved draft.
Method 1: Use Quick Parts (If Available)
Some versions of Outlook on the web have Quick Parts. Open a new message. Write your template content. Highlight the text you want to save.
Right-click and look for “Quick Parts” or “Save as Quick Part.” If you see it, click and name your snippet. You can insert it later by typing the name or using the Quick Parts menu.
This method works best for short snippets, not full emails.
Method 2: Save As A Draft
This is a simple workaround. Create a new email with your template content. Do not add a recipient. Click “Save” or close the window and choose “Save as Draft.”
Your draft will appear in the Drafts folder. To use it, open the draft, copy the content, and paste it into a new email. Then delete the draft or keep it for future use.
You can also create multiple drafts for different templates. Just name them clearly in the subject line so you can find them easily.
How To Save Email Templates In Outlook With Quick Parts
Quick Parts is a feature in Outlook for Windows that lets you save reusable text snippets. It is great for short responses or standard paragraphs.
Step 1: Write Your Snippet
Open a new email. Type the text you want to save. Format it as needed. Highlight the text with your mouse.
Step 2: Save To Quick Parts
Go to the “Insert” tab in the message window. Click “Quick Parts” in the Text group. Select “Save Selection to Quick Part Gallery.”
A dialog box will open. Give your snippet a name. You can also add a description and choose a category. Click “OK.”
Step 3: Insert The Snippet
To use your Quick Part, place your cursor where you want the text. Go to “Insert” > “Quick Parts.” Find your snippet in the gallery and click it. The text will appear instantly.
Quick Parts are saved in your Normal.dotm template. This means they are available in all new emails. They are perfect for signatures, disclaimers, or standard replies.
How To Save Email Templates In Outlook With VBA (Advanced)
If you are comfortable with macros, you can use VBA to create a custom template system. This is more advanced but very powerful.
Step 1: Enable The Developer Tab
Go to “File” > “Options” > “Customize Ribbon.” Check the box for “Developer” in the right column. Click “OK.” The Developer tab will appear in the ribbon.
Step 2: Create A Macro
Click the “Developer” tab. Click “Visual Basic” to open the VBA editor. In the editor, go to “Insert” > “Module.” Paste in a simple macro that opens a specific .oft file.
Here is a basic example: Sub OpenTemplate() followed by Set objMsg = Application.CreateItemFromTemplate("C:\path\to\your\template.oft") and objMsg.Display. Replace the path with your template file location.
Step 3: Run The Macro
Close the VBA editor. Go back to Outlook. Click “Developer” > “Macros.” Select your macro and click “Run.” Your template will open as a new email.
You can assign the macro to a button in the Quick Access Toolbar for one-click access. This is the fastest way to use templates if you create many of them.
Tips For Managing Your Outlook Templates
Once you start using templates, you will want to keep them organized. Here are some practical tips.
- Use clear file names. Include the purpose and date, like “Client Proposal Template 2025.”
- Create a dedicated folder for your .oft files. This makes them easy to find.
- Delete old templates you no longer use. This keeps your list clean.
- Test each template before using it. Make sure all placeholders and links work.
- Use placeholders like [Client Name] or [Date] in your templates. Replace them before sending.
Common Problems And Fixes
Sometimes things do not work perfectly. Here are solutions to common issues.
Template Not Showing In Choose Form
Make sure you saved the file as .oft format. Also check that you are looking in “User Templates in File System” in the Choose Form dialog. If it still does not appear, restart Outlook.
Template Opens But Is Blank
This can happen if the .oft file is corrupted. Try creating the template again from scratch. Avoid copying and pasting from other sources, as hidden formatting can cause issues.
Quick Parts Not Saving
Quick Parts are stored in the Normal.dotm file. If this file is read-only or corrupted, Quick Parts may not save. Close Outlook, find Normal.dotm in your AppData folder, and rename it to Normal.old. Outlook will create a new one.
Frequently Asked Questions
Can I Save Email Templates In Outlook For Free?
Yes, the template feature is built into Outlook. You do not need any extra software or subscriptions. It works with Outlook 2016, 2019, 2021, and Microsoft 365.
How Do I Share My Outlook Templates With Others?
You can copy the .oft file and send it to a colleague. They can save it to their own Templates folder and use it. Make sure they follow the same steps to open it.
Can I Use Templates On Outlook Mobile?
Outlook mobile does not support .oft files directly. You can use the “Quick Replies” feature in the mobile app for short responses. For full templates, use the desktop version.
What Is The Difference Between A Template And A Signature?
A template is a full email you can reuse. A signature is a short block of text that appears at the bottom of every email. Templates are more flexible and can include attachments.
Can I Edit A Saved Template?
Yes, you can open the .oft file, make changes, and save it again. Just open it from the Templates folder, edit, and save as .oft again. You can also create a new version with a different name.
Final Thoughts On How To Save Email Templates In Outlook
Learning how to save email templates in Outlook is a simple skill that saves you hours every week. Whether you use Windows, Mac, or the web, there is a method that works for you.
Start with one template for a common email you send. Once you see how easy it is, you will want to create more. Keep your templates organized and update them as needed.
With a little practice, you will never type the same email twice. Your inbox will thank you, and so will your productivity.