Creating a template in Outlook 365 takes three steps: write your email, save it as a template file, and then reuse it from your drafts

Outlook 365 does not have a built-in "save as template" button the way some email programs do. Instead, you save a draft message as an Outlook Template file (.oft), then open it whenever you need that format again. The process is straightforward once you know where to look, and it works the same way on Windows and Mac.

The real benefit is time: if you send the same email structure repeatedly — whether it is a status update to your manager, a client proposal outline, or a meeting request with standard details — you can write it once and reuse it without retyping. You can also create templates for different scenarios and keep them organized in a folder.

Key Takeaways

  • Write your email with the subject line, body text, and any formatting you want to keep, then use File > Save As to save it as an Outlook Template (.oft file).
  • Outlook 365 stores template files in a specific folder on your computer; knowing where that folder is makes it easy to organize and find templates later.
  • To use a saved template, open it from your file system or drag it into Outlook, and it will open as a new draft ready to edit.
  • Templates save text, formatting, and structure but not recipient addresses or attachments, so you add those details each time you use the template.

Write and save your first template

Start by composing the email you want to turn into a template. Include the subject line, body text, any formatting (bold, colors, bullet points), and signature if you want it included. Do not add recipient addresses yet — those go in when you use the template. If you want placeholder text to remind yourself what to fill in, add that too (for example, "[CLIENT NAME]" or "[PROJECT DEADLINE]").

Once the email looks the way you want it, click File in the top menu, then select Save As. A dialog box will open. In the "Save as type" dropdown at the bottom, change the file type from "Outlook Message Format" to Outlook Template (.oft). Give your template a clear name — something like "Weekly Status Report" or "Client Proposal" — then click Save.

Outlook will ask you to confirm that you want to save as a template. Click Yes. The file is now saved on your computer as a template file, separate from your regular email messages.

Find where Outlook stores your templates

Knowing where your templates live makes it easier to organize them and find them later. On Windows, Outlook 365 stores templates in a folder inside your user account. The path is usually C:\Users\[Your Username]\AppData\Roaming\Microsoft\Templates. On Mac, templates go in ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Templates.

You can create subfolders inside the Templates folder to organize templates by type — for example, a "Client Communications" folder and a "Status Reports" folder. This keeps things tidy if you build a library of templates over time.

If you want to back up your templates or move them to another computer, you can copy the entire Templates folder or individual .oft files to an external drive or cloud storage.

Open and use a saved template

To use a template, open a new email in Outlook. Click File, then Open, and navigate to your Templates folder. Select the .oft file you want and click Open. The template will open as a new draft message with all your saved text and formatting already in place.

Edit the content as needed — change names, dates, or specific details — then add your recipient addresses in the "To" field. If you want to attach a file, add it now (templates do not save attachments). Once you are ready, send the email as you normally would.

An alternative method: you can also drag a template file directly from your file explorer into Outlook. This opens it as a new draft in the same way.

Use Quick Steps for even faster access

If you use the same template very often, Outlook 365 has a feature called Quick Steps that can open it with a single click. Click Home in the ribbon, then look for Quick Steps on the right side. Click New Quick Step and select Open from the dropdown. Choose your template file, give the Quick Step a name, and assign it a keyboard shortcut if you want one.

Now whenever you want to use that template, you can click the Quick Step button or press your keyboard shortcut, and the template opens instantly. This is especially useful if you have one or two templates you use daily.

Templates versus signatures: what goes where

A template is the entire email structure — subject, body, and formatting. A signature is just the closing block with your name and contact details. You can use both together: create a template with your standard message body, and set Outlook to automatically add your signature to every email, including those opened from templates.

If you want a signature to be part of the template itself, add it to the email before you save it as a template. That way, the signature is already there when you open the template. If you prefer to manage your signature separately, leave it out of the template and let Outlook add it automatically.

Sharing templates with colleagues

If you want to share a template with a coworker, send them the .oft file directly — email it, put it in shared cloud storage, or copy it to a shared drive. They can save it to their own Templates folder and use it immediately. This is useful for team email standards, like a shared format for client updates or meeting notes.

Keep in mind that templates are stored locally on each person's computer, so changes you make to your template do not automatically update everyone else's copy. If you need to update a shared template, send the new version and ask people to replace the old one.

Frequently Asked Questions

Can I edit a template after I save it?

Yes. Open the template file from your Templates folder, make your changes, and save it again. Outlook will ask if you want to overwrite the existing file — click Yes. Any new emails you open from that template will have the updated content.

What happens if I delete a template by accident?

If you have not emptied your Recycle Bin, you can recover it from there. Otherwise, you will need to recreate the template by writing the email again and saving it as a .oft file. This is why keeping backups of frequently used templates in cloud storage is a good idea.

Can I use a template in Outlook on the web?

Outlook on the web does not support .oft template files the same way the desktop app does. However, you can create a draft email in the web version, save it, and reopen it later. For full template functionality, use the desktop version of Outlook 365.

Do templates save attachments?

No. Templates save text, formatting, and structure, but not file attachments. You add attachments each time you use the template. If you frequently attach the same file, consider saving it to a cloud folder and linking to it in the template instead.

Can I create a template from an email I already sent?

Yes. Open the sent email from your Sent folder, click File > Save As, change the file type to Outlook Template (.oft), and save it. This is a quick way to turn a past email into a reusable template.