How To Save An Email Template In Outlook (Quick Guide)

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Let’s be honest—emailing can be a huge time suck. If you’ve ever found yourself typing the same message for the third time in a day, you’re not alone. Whether it’s client follow-ups, weekly reports, or those “just checking in” emails, Outlook templates can be your secret weapon. The catch? Figuring out how to save an email template in Outlook can feel like solving a puzzle. But don’t worry—I’ve got you. Whether you’re using Outlook on your computer or in your browser, this friendly walkthrough will show you exactly how to do it—without the tech headache.

Table of Contents

Why Bother with Email Templates Anyway?

They Save You Time—Big Time Imagine hitting “send” with just a couple clicks. No more retyping that standard intro or formatting the same layout. Templates are the microwave of emails—fast and convenient.

Consistency is Key Templates help you sound like you every time. Whether you’re part of a team or flying solo, keeping your tone and format steady builds trust.

Fewer Oops Moments Templates reduce the risk of forgetting key info. No more face-palming because you missed a vital detail.

Visual idea: A side-by-side comparison—one user manually typing vs. another using a template with a big smile and coffee in hand.

Here’s How to Save an Email Template in Outlook (Desktop App)

Let’s say you use Outlook 2016, 2019, or Microsoft 365. Here’s how to turn your perfectly worded email into a reusable gem:

Open Outlook and start a New Email.
Write your message—go wild with formatting, subject lines, and greetings.
Hit File > Save As.
In the “Save as type” box, choose Outlook Template (*.oft).
Give it a memorable name (like “Project Update Template”) and click Save.

Pro Tip: You’ll usually find your templates here: C:\Users\<YourName>\AppData\Roaming\Microsoft\Templates

Using Your Saved Template Later

Go to Home > New Items > More Items > Choose Form.
From the dropdown, select User Templates in File System.
Pick your template, hit Open, and boom—you’re ready to go.

Using Templates in Outlook Web (aka Outlook Online)

If you’re team “Browser Outlook,” don’t worry—you’ve got options too, thanks to “My Templates.”

Start a new email.
Click the three dots (More options) in the email toolbar.
Select My Templates.
Hit + Template, add a name and message.
Click Save.

To use it next time, just click into My Templates and insert your saved text.

Visual idea: Screenshot of Outlook Web’s “My Templates” pane with a highlighted example.

Template Pro Tips for Staying Organized

Create folders to sort templates by type (e.g., Reports, Client Intros, Apologies!).
Use naming conventions like “Q3_Update” or “Onboarding_Intro.”
Revisit and refresh your templates so they don’t go stale.

Quick story: I once reused a “Happy Holidays” email in July—yeah, don’t be like me. Check your dates!

Template Not Working? Let’s Troubleshoot

Can’t Find Your Template Folder? Your system might be hiding it. Open File Explorer and enable “Show Hidden Files,” or copy the file path directly.

Don’t See the Template Option? Make sure you’re using the full Outlook desktop app, not the stripped-down Windows Mail app.

Template Refuses to Open? Try running Outlook as an administrator—some settings or antivirus tools might be blocking it.

Bonus Hack: Use Quick Parts for Snippets! Sometimes you just need a reusable sentence or paragraph. That’s where Quick Parts come in.

Write your text.
Highlight it and go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
Name it, and next time, retrieve it from the Quick Parts menu.

Think of Quick Parts as sticky notes for your email brain.

Let’s Wrap This Up See? Saving an email template in Outlook isn’t rocket science—it’s more like a smart life hack. Whether you’re keeping your cool during inbox overload or just want to look extra pro, templates can seriously up your game.

Now it’s your turn—go ahead and create your first template. And hey, if you’ve got a clever use case or ran into a hiccup, drop it in the comments below. Let’s help each other out!