How to Create an Email Template in Outlook: What Actually Works (And What Doesn't)

Learning how to create an email template in Outlook isn't rocket science, but Microsoft sure makes it feel that way sometimes. I've been wrestling with this for years—first as someone who was typing the same client emails over and over like some sort of digital hamster wheel, then as someone who finally figured out the system. Whether you're stuck with the older Outlook versions or using the newer 365, I'm going to show you exactly how to create an email template in Outlook that actually saves time instead of creating more headaches.

So there I was, 2 PM on a Tuesday, typing out my seventh "Thanks for your inquiry, here's our pricing..." email of the day. My fingers were on autopilot, but my brain was screaming. This is exactly the kind of repetitive nonsense that computers are supposed to handle for us, right?

Turns out, knowing how to create an email template in Outlook can solve this problem completely. But—and this is important—Microsoft has made it unnecessarily confusing by giving us different methods depending on which version of Outlook you're using. Some work better than others. Some barely work at all.

I'm going to walk you through both approaches: the newer My Templates feature (which is pretty decent) and the older .oft file method (which is more powerful but feels like it's from 2005). By the end, you'll know exactly how to create an email template in Outlook that fits your specific situation.

Why Bother with Email Templates?

Before we get into the weeds, let's talk about why this matters. Email templates aren't just about being lazy—though I won't lie, that's part of it. They're about consistency. When you're sending similar emails multiple times a day, templates ensure you don't accidentally send "Hey buddy!" to a potential client or forget to include important information when you're rushing to catch a flight.

I use templates for customer inquiries, meeting follow-ups, project status updates, and those awkward "gentle reminder" emails. The stuff that needs to sound professional but doesn't require much creativity.

How to Create an Email Template in Outlook: Two Different Worlds

Microsoft has essentially split us into two camps, and figuring out how to create an email template in Outlook depends entirely on which camp you're in:

Newer Outlook users (365, 2024, web app) get the My Templates add-in. It's clean, integrates well with your ribbon, and mostly works as advertised.

Older Outlook users (2019, 2016, and earlier versions) work with .oft files. They're clunkier to access but offer way more flexibility.

I actually recommend learning both methods even if you only need one right now. Companies have a habit of "upgrading" systems when you least expect it, and knowing how to create an email template in Outlook using either method will save you from future headaches.

Step-by-Step: How to Create an Email Template in Outlook Using My Templates

Alright, if you're on the newer Outlook versions, this is probably where you want to start. The My Templates approach feels modern and doesn't require digging through file systems.

Getting My Templates Set Up

Open a new email like you normally would. In the Message tab (or Insert tab—Microsoft loves reorganizing things), look for "Apps" on the ribbon. Click it, and hopefully you'll see "My Templates" listed.

Don't see it? Join the club. This happens constantly. Click "Get add-ins" instead, search for "My Templates," and install it. Fair warning: this only works if your company uses Microsoft Exchange for email. If you're on some other system, you're probably out of luck with this method.

Actually Creating the Template

Once My Templates is running, click the "+ Template" button. Now compose your email in the main message area—this gives you all the formatting options you're used to. Bold text, bullet points, even small images work fine.

Here's something that might frustrate you: you can't save the subject line with My Templates. Yeah, I know. What I do is put the subject line as the first line of my template so I don't forget it later. Not elegant, but it works.

When your template looks good, select everything (Ctrl+A), copy it (Ctrl+C), then paste it into the My Templates panel (Ctrl+V). Give it a name you'll actually remember—"New Client Response" beats "Template 1" every time. Click Save.

Using What You've Created

To use your template, start a new email, go to Apps > My Templates, and click your template name. The content appears. Add recipients, fix the subject line, attach files if needed, and send.

The Limitations Nobody Tells You About

My Templates can't save attachments with your template. Every time you use the template, you'll need to reattach files manually. It also can't pre-fill recipient fields, which would be helpful for team updates or regular reports.

The formatting is decent but not amazing. Basic stuff works fine, but if you're trying to create something fancy with complex layouts, you might be disappointed.

Advanced Method: How to Create an Email Template in Outlook Using .oft Files

This is the old-school method, and honestly, it's more powerful than My Templates in several ways. It just requires more clicks to access, but once you understand how to create an email template in Outlook this way, you'll appreciate the flexibility.

Creating Your .oft Template Files

Start with a new email and add everything—text, formatting, attachments, even pre-filled To/Cc/Bcc fields if you want. This is where learning how to create an email template in Outlook with .oft files really shines: you can save literally everything about an email.

When you're ready, go to File > Save As. In the "Save as type" dropdown, pick "Outlook Template (*.oft)." Name it something useful and click Save.

Outlook saves it to a specific folder deep in your user directory. Don't try to change this location—Outlook gets confused and won't find your templates later.

Accessing Your .oft Templates

This part is clunky. Go to New Items > More Items > Choose Form. Select "User Templates in File System," find your template, and click Open. The template opens as a new email with everything pre-filled.

Why .oft Files Are Worth the Hassle

You can save attachments with .oft files. That monthly newsletter with the same PDF attachment? Save it once, use it forever. You can also pre-fill recipient fields, which is perfect for regular team updates.

The formatting options are better too. Complex layouts, embedded images, even some HTML tricks work properly.

Pro Tips: How to Create an Email Template in Outlook More Efficiently

Shortcuts That Save Time

For older Outlook versions, you can add "Choose Form" directly to your ribbon. Right-click the ribbon, select "Customize," and hunt for "Choose Form" in the commands list. Add it for one-click template access.

Organization That Makes Sense

Name templates clearly. "Monthly Client Check-in" tells you exactly what it is six months from now. "Template 4" tells you nothing.

If you're using My Templates, delete the weird pre-installed ones Microsoft includes. Hover over them and click the trash icon.

For .oft files, create subfolders in your templates directory if you have lots of different types.

Cross-Platform Reality Check

My Templates sync through Exchange, so they work on both desktop and web Outlook. .oft files are stored locally, so if you switch between devices a lot, you might need to recreate some templates or find a way to sync that folder.

Common Problems and Real Solutions

My Templates doesn't show up: Your IT department might have disabled add-ins. Ask them nicely. Bring coffee.

Templates look different when sent: Always test by sending to yourself first. Email rendering is weird and inconsistent.

Can't decide which method to use when figuring out how to create an email template in Outlook: Start with My Templates if you have it. It handles 80% of use cases with way less hassle.

Lost all your templates: Back up that templates folder if you're using .oft files. Windows updates have been known to eat them.

When Learning How to Create an Email Template in Outlook Makes the Biggest Impact

Templates work best for emails you send at least weekly. Daily customer service responses are perfect. So are weekly status reports, monthly client check-ins, and those project kickoff emails that always include the same attachments.

They're also great for maintaining tone consistency. When you're stressed or rushed, having a pre-written professional template keeps you from sending something you'll regret later.

Don't template everything, though. Personal emails, sensitive conversations, and anything requiring real creativity should stay manual.

Actually Getting Started

Pick one repetitive email you send regularly. Create a template for it this week. Use it for a few days and see how it feels. Then gradually add more as you notice other patterns in your email habits.

The goal isn't to turn into an email robot. It's to handle the boring, repetitive stuff efficiently so you can focus on the conversations that actually matter. Once you know how to create an email template in Outlook properly, you'll wonder why you spent so much time typing the same things over and over.

Start small, be patient with the learning curve, and remember—even a mediocre template is better than typing the same email for the hundredth time.

Tags: OutlookMy Templates OutlookEmail Template CreationOutlook Email Templates