How to create email templates in Outlook

Complete guide with multiple methods and troubleshooting

7-10 min read
Expert Verified
Last Updated: August 2025

Quick Answer

Creating email templates in Outlook allows users to save time by reusing common email formats and content. This guide provides step-by-step instructions for creating templates in various versions of Outlook, ensuring you can streamline your email communication effectively.

Medium⏱ 7-10 min read

Prerequisites & Requirements

Before creating email templates in Outlook, ensure you have the following:
  • •Outlook installed on your computer (Office 2016, 2019, or Microsoft 365).
  • •A valid email account configured in Outlook.
  • •Basic familiarity with Outlook interface and functionalities.
  • •Administrative permissions to create and save templates if using a corporate environment.

Method 1: Creating a Template from a New Email

This method is the most straightforward way to create an email template directly from a new email message.
  • •Step 1: Open Outlook and click on 'New Email' in the Home tab.
  • •Step 2: Compose your email as desired, including subject, body text, and any formatting.
  • •Step 3: Click on 'File' in the top-left corner, then select 'Save As'.
  • •Step 4: In the 'Save as type' dropdown, choose 'Outlook Template (*.oft)'.
  • •Step 5: Name your template and select a location to save it, then click 'Save'.
  • •Step 6: To verify, navigate to the saved location and check if the .oft file is present.
  • •Step 7: If it doesn't work, ensure you are saving it in the correct format and location.

For Windows 11

Windows 11 users will find the interface similar to Windows 10 but with slight visual differences.
  • •Step 1: Click on 'New Email' from the Home tab in the ribbon.
  • •Step 2: Use the updated 'File' menu layout to access 'Save As'.

For Windows 10

Windows 10 users will follow the same steps as outlined above.
  • •Step 1: Click on 'New Email' from the Home tab.
  • •Step 2: Use the 'File' menu to save your template.

Method 2: Using Quick Parts for Reusable Content

Quick Parts is an alternative method for saving snippets of text that can be reused in emails.
  • •Step 1: Compose a new email and type the text you want to save.
  • •Step 2: Highlight the text and go to the 'Insert' tab.
  • •Step 3: Click on 'Quick Parts' in the Text group, then select 'Save Selection to Quick Part Gallery'.
  • •Step 4: Name your Quick Part and click 'OK'.
  • •Step 5: To use it, go to 'Insert' > 'Quick Parts' and select your saved content.

Troubleshooting Common Issues

If you encounter problems while creating email templates, consider the following solutions:
  • •Error: 'Cannot save the template' - Solution: Ensure you have write permissions in the folder you are saving to.
  • •Issue: Template not appearing in 'Choose Form' - Fix: Check if the template was saved correctly in the .oft format.
  • •Problem: Quick Parts not saving - Workaround: Restart Outlook and try saving again.

Advanced Tips & Shortcuts

Enhance your efficiency with these tips:
  • •Keyboard shortcut: Ctrl + N - Opens a new email window.
  • •Command line: outlook.exe /t 'C:\Path\To\Template.oft' - Opens a specific template directly.
  • •Hidden feature: Use the 'Insert' tab to quickly access saved Quick Parts.

Common Mistakes to Avoid

Avoid these common pitfalls:

Expert Tips

Using templates can drastically reduce the time spent on repetitive emails, allowing for more focus on personalized communication.