How to Create an Email Template in Outlook

Outlook Desktop (Classic) — Windows

Creating a Template

1. Click New Email to open a compose window.
2. Write your template email — subject line, body, formatting, and any standard attachments.
3. Click File → Save As.
4. In the "Save as type" dropdown, select Outlook Template (*.oft).
5. Name your template and click Save.

Using a Template

1. Click New Items → More Items → Choose Form.
2. In the "Look In" dropdown, select User Templates in File System.
3. Select your template and click Open.
4. Customize the email with recipient-specific details and send.

Outlook on the Web (Microsoft 365)

For the cloud version, see our dedicated Outlook 365 templates guide. The web version uses a different template system called My Templates.

1. Open a New mail compose window.
2. Click the three dots (...)) in the toolbar → My Templates.
3. Click + Template to create a new one.
4. Give it a title and paste your template text.
5. Click Save.
6. To use it, click My Templates again and click the template to insert it.

New Outlook for Windows & Mac

The new Outlook uses the same My Templates system as Outlook on the web. Follow the same steps above.

Quick Parts (Alternative Method)

Outlook desktop also supports Quick Parts — reusable text blocks:

1. Type your template text in a new email.
2. Select the text you want to save.
3. Go to Insert → Quick Parts → Save Selection to Quick Part Gallery.
4. Name it and click OK.
5. To insert: go to Insert → Quick Parts and click your saved block.

Quick Parts are ideal for reusable paragraphs or sections rather than complete email templates.

Best Practices for Outlook Templates

• Use clear template names: "Client Onboarding Welcome" is better than "Template 1."
• Include placeholders: Use [RECIPIENT NAME], [DATE], [PROJECT] to mark customization points.
• Keep formatting simple: Complex HTML can break when templates are loaded. Stick to standard fonts and basic formatting.
• Update regularly: Review templates quarterly to ensure information is current.
• Organize by category: Name templates with prefixes like "Sales —" or "Support —" for easy finding.

For more templates, explore professional email templates, Gmail templates, sales templates, and confirmation templates.

Related: Outlook signatures, writing emails faster, and AI email tools.

Explore all guides in this series: email templates guide, Gmail templates, sales templates, confirmation emails, invoice emails, onboarding emails, welcome emails, sales follow-up, Outlook 365 templates, abandoned cart emails, PR emails.