How to Create an Outlook Email Template: Step-by-Step Guide


Michael Collins

Creating an email template in Outlook can be a real time-saver, especially if you find yourself sending out the same kind of emails over and over again. Whether it’s a weekly update to your team, a regular newsletter, or a standard reply to common inquiries, having a template ready to go can be super handy. Plus, it’s pretty easy to do. Just follow these steps, and you’ll have your own custom email template set up in no time.

How to Create an Outlook Email Template

Before we dive into the nitty-gritty, let’s quickly talk about what we’re about to do. We’re going to create a reusable email template in Outlook. This means you’ll be able to open this template, make any necessary tweaks, and send it off without having to write the same email from scratch each time. It’s a great way to maintain consistency in your communication and save yourself a bunch of time.

Step 1: Open a New Email

Open a new email in Outlook as you normally would when you’re about to write someone a message.

When you open a new email in Outlook, it’s like starting with a blank canvas. But instead of creating a one-time masterpiece, you’re setting the stage for a reusable work of art.

Step 2: Compose Your Email

Write your email as you want it to appear when you use the template.

While you’re composing, remember that this is the foundation of all future emails that will be based on this template. Make sure you include any standard greetings, sign-offs, and formatting that you want to be consistent in every email.

Step 3: Click on "File"

Once your email is composed, click on "File" in the upper left corner of the Outlook window.

Clicking on "File" is your gateway to a bunch of different options and settings in Outlook. But for our purposes, it’s the first step towards saving your masterpiece.

Step 4: Select "Save As"

In the "File" menu, select "Save As" to bring up the save options for your email.

The "Save As" option lets you choose where you want to save your email template and what you want to call it. Think of it as naming your work of art and picking the perfect spot to display it.

Step 5: Choose "Outlook Template"

In the "Save As" dialog box, in the "Save as type" dropdown menu, choose "Outlook Template (*.oft)".

Choosing "Outlook Template" as the file type is like telling Outlook, "Hey, I’m going to want to use this over and over again, so let’s make it easy to find and open."

Step 6: Name Your Template and Save

Give your template a name that you’ll easily remember, and click "Save".

When you’re naming your template, think about what will help you remember what this template is for. Maybe it’s "Weekly Team Update" or "Customer Inquiry Reply". Then, hit that "Save" button, and you’re all set!

After you complete these steps, you’ll have a custom email template saved in Outlook. The next time you need to send an email like this one, instead of starting from scratch, you can just open your template, make any small tweaks needed, and send it off. This can save you a ton of time and help ensure your emails are consistently formatted and worded.

Tips for Creating an Outlook Email Template

  • Make sure your template includes placeholder text for any information that will change with each use, like names, dates, or specific details.
  • Avoid including time-sensitive information in your template, as this will likely change between each use.
  • Use formatting tools, like bold or italic text, bullet points, and colors, to make your template easy to read and professional-looking.
  • Consider creating multiple templates for different purposes, so you always have a starting point that’s close to what you need.
  • Remember that you can always edit and update your template if your needs change or you find ways to improve your email.

Frequently Asked Questions

How do I access my saved email templates in Outlook?

To access your saved email templates, go to the "Home" tab in Outlook, click on "New Items," then "More Items," and select "Choose Form." In the dialog box that opens, select "User Templates in File System," and you’ll see your saved templates.

Can I share my Outlook email templates with others?

Yes, you can share your Outlook email templates by sending the .oft file to others. They can then save the template in their Outlook for their own use.

Can I include attachments in my Outlook email template?

Yes, you can include attachments in your email template. Just add the attachment as you normally would when composing the email before saving it as a template.

Are Outlook email templates available in the web version of Outlook?

No, the email template feature is currently only available in the desktop version of Outlook.

Can I create an email template in Outlook for Mac?

Yes, you can create email templates in Outlook for Mac by composing an email and then saving it as a template in the Drafts folder for future use.


  1. Open a new email
  2. Compose your email
  3. Click on "File"
  4. Select "Save As"
  5. Choose "Outlook Template"
  6. Name your template and save


There you have it, folks – creating an email template in Outlook is as easy as pie! Whether you’re a busy professional looking to streamline your communication or just someone who loves being organized, email templates can be a game-changer. They not only help maintain consistency in your emails but also save you from the repetitive task of typing out the same information over and over again. And the beauty of it is, once you create a template, it’s there for you to use as many times as you need, with just a few clicks. So go ahead, give it a try, and watch your productivity soar! And remember, if you ever need to change something in your template – no problem! Just edit and save again. Happy emailing!