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Still typing the same emails from scratch? If your daily routine involves customer replies, project updates, appointment confirmations, or pending follow-ups, it can waste valuable time. Outlook templates can help you save time without sacrificing professionalism.
Microsoft Outlook provides different template options in Classic or New Outlook, Outlook on the Web (OWA), or Outlook for Mac. Here, we will show you how to create an email template in Outlook with subject lines and attachments.
Outlook provides two distinct template options: Mail Templates & My Templates. Along with that, Classic Outlook and Outlook from Mac also offer file-based template options. Compare the options below to find the most applicable one for yourself.
| Template Option | Saving Item List | Suitable For |
|---|---|---|
| Mail Templates | Recipients, subject, body, formatting, images, and attachments. | Reusing complete emails. |
| My Templates | Short reusable text with basic styling. | Standard replies, greetings, and frequently used phrases. |
| Classic Outlook .oft | A reusable Outlook email message. | Create and share file-based templates on Windows. |
| Outlook for Mac .emltpl | A reusable Mac email template. | Creating templates through Outlook for Mac. |
Note: Microsoft states that Mail Templates and the My Templates add-in require a qualifying Microsoft 365 subscription. If you don’t have one, you can still save a message as an Outlook template (.oft) file in Classic Outlook.
Check out the section below to create Outlook email templates using Mail Templates and My Template add-ins in New or Classic Outlook, OWA, and Outlook for Mac. Based on your requirements, choose the most appropriate one for yourself.
Here are the detailed steps for creating email templates in New Outlook.
Step 1. Open Outlook and go to New > Mail.
Step 2. Draft the required email and click the side arrow.
Step 3. Navigate to Mail template > Save email as template.
Step 4. Enter the email template Name and click Save.
Step 5. Check the created templates using Outlook Settings > Mail > Templates.
Step 6. You can also forward or save the email template.
Step 7. Select the Forward as OFT option and click the down arrow.
Step 8. Save as the attached email template.
Step 9. Choose the Outlook Email Template (.oft) and click Save.
Step 10. It will save the file to the selected location.
A. First, install the My Templates add-ins in New Outlook if not available.
Step 1. Go to More apps and click on Add apps.
Step 2. Search for & Add the My Templates add-in.
Step 3. Add the My Templates add-in using the on-screen instructions.
Step 4. If already installed, click Open to start using it.
Note: It requires permission to access or modify personal information.
B. Create a template with the My Template add-in after successful installation.
Step 1. Expand New to draft a Mail in Outlook.
Step 2. Locate the Message tab and choose My Templates.
Step 3. Tap the Continue option to proceed.
Step 4. Click on +Template to create a new one.
Step 5. Enter the template Name and Description to Save it.
Follow the given steps to create email templates using the Classic Outlook application.
Step 1. Open Classic Outlook to create a New Email.
Step 2. Draft an email to use as a template.
Step 3. Go to the File menu and click the Save As option.
Step 4. Select OFT and click on Save option to proceed.
Step 5. Templates will be saved to the location below.
Step 1. Go to View Templates and click Continue.
Note: If you are not able to see the My Templates option, then either install (steps are the same as New Outlook) the add-in or get permissions from your organization to access it.
Step 2. Click on the + Template icon to begin.
Step 3. Provide the Name and Description for the template.
Step 4. Then, click on Save to proceed.
Step 5. You can see the saved templates under the My Templates pane.
Apply the steps below to create Outlook email templates in OWA.
Note: You must have a qualifying Microsoft 365 subscription to use Mail Templates and My Templates.
Step 1. Access OWA and click on New > Mail option.
Step 2. Draft the required email for template creation.
Step 3. Click on Mail template to:
Step 4. Check the created templates using Settings > Mail > Templates.
Step 1. Click on View Templates under the Message tab.
Step 2. Tap on Access Mail Templates to begin.
Step 3. Click on Continue option to proceed.
Step 4. Use the + Template option to create a new one.
Step 5. Enter the Name and Description for the template. Then, click Save.
Here’s how to create an email template in Outlook for Mac.
Note: You can use the built-in email template option in Outlook for Mac only when you have:
Step 1. Click on the New Mail option in Outlook for Mac.
Note: You can also select the existing email to save as a template.
Step 2. Draft the entire message that you want to save as a template.
Step 3. Tap on the File menu and choose Save As Template.
Step 4. Enter the Name and apply the Tags if needed. Then, click Save.
Step 5. The template will be saved to the selected location with .emltpl format.
Step 1. Select New Mail to begin.
Note: My Templates add-in isn’t available in shared mailboxes.
Step 2. Go to My Templates and click the + Template option.
Step 3. Provide the Title and Message for the template.
Step 4. Finally, click on the Save option.
You can customize the created templates before sending them to the recipients. Based on your Outlook version, apply the appropriate steps.
| Outlook Versions | Steps for Sending Emails with Templates |
|---|---|
| New Outlook | Home > New > Mail from template. |
| Outlook on the Web | Home > New > Mail from template. |
| Classic Outlook | New Items > More Items > Choose Form > Look In: User Templates in File System > select the template > Open. |
| Outlook for Mac | File > New > Mail From Template |
| My Templates | New Mail > Message tab > My Templates, then select a template in the task pane. |
If you are not able to create Outlook email templates, then the section below will help you out.
| Problem | Reason | Solution |
|---|---|---|
| Mail Templates option is missing | Outlook version or subscription may not support the feature. | Verify the Outlook version & Microsoft 365 subscription. |
| My Templates is unavailable | Your organization may have disabled Outlook add-ins. | Contact your Microsoft 365 administrator. |
| Subject line is not saved | You used My Templates rather than a complete email template. | Use Mail Templates or a classic .oft file. |
| Attachments are missing | The selected template method saves reusable text only. | Create a complete email using Mail Templates or .oft. |
| Classic Outlook template cannot be found | Incorrect folder or Choose Form location. | Check User Templates in File System & browse to the saved file. |
| Template appears in one Outlook but not another | Mail Templates are associated with the created accounts. | Switch to the correct account. |
| Shared mailbox users cannot see the template | Availability depends on mailbox or account. | Check Microsoft’s shared mailbox template guidance. |
| Existing OFT file is not listed in new Outlook | The file has not been imported. | Use Settings > Mail > Templates > Add > Add OFT. |
| Changes to a template-generated email are not retained | Editing the draft does not update the original saved template. | Save a new template or update the existing template. |
We hope the provided information to create Outlook email templates will be helpful for you. Here, you can find the steps for all the available versions of Outlook for template creation. Apply the most applicable one for yourself today to create templates. However, if the issue extends beyond templates and you can’t open your Outlook mailbox, then consider using our Kernel for Outlook PST Repair tool. The software helps you repair oversized PST files and password-protected PST files with ease.
A: You can save the entire email as a template in .oft (Windows) and .emltmpl (Mac) formats. It includes all the email structure, like email headers, subject line, message body, attachments, rich formatting, images & tables.
A: You can forward or share the .oft or .emltmpl directly through email or other ways to share the email templates with others.
A: Microsoft states that My Templates may be unavailable if your organization has disabled Outlook add-ins. Contact your administrator to verify the configuration. Also, check whether you are using a supported Outlook version and account.
A: It depends on the template type. Mail Templates in the new Outlook save to the account you composed from. My Templates save to your primary mailbox. Classic Outlook saves .oft files in C:\users\username\appdata\roaming\microsoft\templates by default.
A: Yes, by saving a revised version. Microsoft says changes to an email created from a template don’t update the original. To update it, make your changes and save the message as a template again.
A: First, open Settings> Mail > Templates in New Outlook and use the option to add an OFT file to select the saved one. This brings templates saved in Classic Outlook into New Outlook.
A: Quick Parts are reusable blocks of content (called building blocks) stored in a gallery. Select text, choose Insert > Quick Parts > Save Selection to Quick Part Gallery, and insert it into any message later.
A: Quick Parts insert a saved block of text into a message you’re writing. Email templates, such as Mail Templates or .oft files, save a complete email. Use Quick Parts for repeated paragraphs and templates for whole emails.
