Do you find yourself typing the same email responses over and over again? Whether it’s answering common customer questions, sending meeting confirmations, or responding to routine inquiries, creating email templates in Microsoft Outlook can save you hours every single week. This complete guide shows you how to create, use, and manage email templates in Outlook — so you can respond faster without sacrificing quality.
Why Use Email Templates in Outlook?
Email templates eliminate repetitive typing, reduce response time, ensure consistent messaging, and help you respond professionally even during busy periods. According to productivity research, the average professional spends 2.5 hours per day on email. Automating repetitive responses with templates can reclaim 30-60 minutes daily for more valuable work.
Method 1: Create Outlook Email Templates (.oft files)
Step 1: Compose Your Template Email
Click New Email in Outlook. Write your template email just as you would a regular email — add a subject line, the body text, any formatting, attachments, or images you want to include. Leave the To/CC fields empty (you’ll fill those in when you use the template). Format the email with your preferred font, signature style, and any standard phrases you use.
Step 2: Save as an Outlook Template
In the compose window, go to File → Save As. Change the “Save as type” dropdown to Outlook Template (*.oft). Give the template a descriptive name (e.g., “Meeting Confirmation Template” or “Customer FAQ Response”). Click Save. By default, Outlook saves templates to: C:Users[YourName]AppDataRoamingMicrosoftTemplates
Step 3: Use the Template
To use a saved template, go to New Items → More Items → Choose Form. In the “Look in” dropdown, select User Templates in File System. Your saved templates will appear in the list. Double-click the one you want to open it as a new email. Add the recipient’s email address, customize any specific details, and send.
Method 2: Use Quick Parts for Reusable Text Blocks
Quick Parts allows you to save and reuse text blocks (like paragraphs, signatures, or entire email bodies) within any email you’re composing. In a compose window, select the text you want to save. Go to Insert → Quick Parts → Save Selection to Quick Part Gallery. Give it a descriptive name. To use it later, click Insert → Quick Parts and select your saved text block. Quick Parts are perfect for inserting standard paragraphs without replacing the entire email.
Method 3: Create Templates Using My Templates (Outlook 365)
Microsoft 365 Outlook includes a built-in “My Templates” feature. In a compose window, click the Apps button (puzzle piece icon) in the ribbon, then select My Templates. Click “+” to create a new template — enter a title and the template body. These templates sync across all your devices via Microsoft 365 and are available in Outlook Web (OWA) as well as the desktop app. This is the recommended approach for Microsoft 365 users.
Method 4: Use Outlook Quick Steps for One-Click Replies
Quick Steps let you create automated actions that apply to emails — including replying with a pre-written template message. In Outlook, go to Home → Quick Steps → New Quick Step → Reply. Select “Reply” as the action, click “Show Options,” and enter your reply text. Give the Quick Step a name. Now, selecting any email and clicking this Quick Step will instantly open a pre-filled reply window with your template text.
Best Practices for Email Templates
- Use placeholders like [Customer Name] or [Date] for personalization
- Keep templates concise — most readers skim long emails
- Review and update templates quarterly to keep information current
- Always personalize at least the greeting before sending
- Name templates descriptively so you can find them quickly
- Create category folders for different template types (Sales, Support, Admin)
Frequently Asked Questions (FAQ)
Can Outlook templates include attachments?
Yes, Outlook .oft template files can include attachments. When you save the email as an .oft file with an attachment included, the attachment is embedded in the template. Every time you open the template, the attachment will be included. This is particularly useful for sending standard documents like brochures, forms, or instruction guides.
Do Outlook templates work in Outlook Web (OWA)?
The “My Templates” feature (available in the Microsoft 365 desktop app and OWA) works in Outlook Web. Traditional .oft template files do not work in OWA — they’re only for the desktop application. If you need templates that work in both the desktop app and web browser, use My Templates or create templates in Outlook Web directly.
Have questions about creating a specific type of Outlook template? Leave a comment describing what kind of template you need and we’ll walk you through the best approach for your situation.