Templates in Outlook: Create, Use, and Manage Email Templates Like a Pro in 2025

Tired of writing the same emails over and over again? Whether you’re sending meeting requests, follow-ups, or customer responses, using templates in Outlook can save time, reduce errors, and standardize communication across your team.

Outlook provides built-in support for email templates across its desktop app, web version, and even mobile platforms with limited functionality. This guide will walk you through how to create, access, and manage Outlook templates for maximum productivity.

What Are Email Templates in Outlook?

Outlook templates are pre-designed emails that you can save and reuse. Templates can include:

• Pre-filled subject lines

• Custom headers or greetings

• Standard body text and formatting

• Attachments and signatures

Instead of typing or copying old emails, you can load a template in seconds and send it with personalized updates.

Why Use Templates in Outlook?

Using email templates helps you:

• Save time by avoiding repetitive typing

• Ensure consistency in communication

• Avoid missing key details in messages

• Standardize branding and tone in professional settings

• Improve response time for routine queries

Ideal for customer support, HR, sales, teachers, and anyone sending similar emails frequently.

How to Create an Email Template in Outlook Desktop (Windows)

Step-by-Step Guide:

1. Open Outlook on your computer

2. Click New Email

3. Compose your email (subject, body, formatting)

4. Click File > Save As

5. In the “Save as type” dropdown, select Outlook Template (*.oft)

6. Name your template and click Save

Your template is now stored and ready to use.

Where Are Templates Saved?

On Windows, Outlook saves templates in:

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C:\Users\YourName\AppData\Roaming\Microsoft\Templates

You can also pin it to Quick Access for faster retrieval.

How to Use a Saved Template in Outlook Desktop

1. Click Home > New Items > More Items > Choose Form

2. In the “Look In” dropdown, select User Templates in File System

3. Select your template and click Open

4. Edit any fields if needed, then click Send

You can also double-click the .oft file directly from your file explorer to open it.

How to Create Templates in Outlook Web (Outlook.com)

Outlook for the web allows you to use My Templates via the Add-ins panel.

Steps:

1. Go to Outlook.com

2. Click New Message

3. On the email window, click the three-dot menu > My Templates

4. A sidebar opens on the right

5. Click + Template

6. Enter a title and message content

7. Click Save

You can now insert that template into any new email with one click.

To Use a Template:

• Click New Message

• Open My Templates

• Click the template name to insert it instantly

Fast and easy for short messages like “Thank you” or “Meeting reminder.”

How to Create Quick Parts (Alternative Template Method)

Outlook desktop also includes Quick Parts—reusable chunks of text you can insert into emails.

Steps:

1. Open New Email

2. Type your reusable text (e.g., signature or closing paragraph)

3. Select the text

4. Go to Insert > Quick Parts > Save Selection to Quick Part Gallery

5. Name it and click OK

To use it later:

• In a new message, go to Insert > Quick Parts, and choose your saved entry

Great for inserting templated replies into unique emails.

How to Edit an Outlook Template

To edit an existing template:

1. Navigate to the folder where it’s saved (.oft file)

2. Open the template

3. Make changes as needed

4. Save again using File > Save As > Outlook Template

5. Overwrite the original or save as a new version

In Outlook Web:

• Open My Templates

• Hover over a template and click the pencil icon to edit

• Save changes

How to Delete Outlook Templates

Desktop (Windows):

• Navigate to the template folder

• Delete the .oft file like any other file

Outlook Web:

• Go to My Templates

• Hover over a template and click the trash icon

• Confirm deletion

This helps you keep only relevant templates visible.

Outlook Templates vs Quick Parts vs Signatures

Each serves a different purpose but can be used together for maximum efficiency.

Limitations of Outlook Templates

• You can’t attach files directly in Outlook Web templates

• Outlook mobile app doesn’t support templates directly

• Desktop templates must be manually selected each time (no auto-insert)

• .oft templates are not stored in the cloud—must be moved if switching devices

For cross-platform consistency, consider using My Templates or a third-party solution.

Using Templates Across Teams (Shared Templates)

To standardize communication across your organization:

• Save templates in a shared drive or OneDrive folder

• Grant access to team members

• Use naming conventions like Client_Welcome.oft or Support_Reply.oft

• Train team members to use templates consistently

This is ideal for customer support or sales departments.

Advanced Tip: Use Outlook Rules to Trigger Templates

While you can’t automatically send a .oft template with a rule, you can:

Set a rule to reply using a specific message

Combine it with Quick Steps or Quick Parts

Use third-party tools (like Outlook add-ins or scripts) for auto-response templates

This adds automation to your email workflow.

FAQ

How do I create an email template in Outlook?

On desktop, create a new email and save it as an Outlook Template (.oft) file. On Outlook Web, use the My Templates panel.

Where are Outlook templates stored?

By default, Outlook desktop templates are saved in:

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C:\Users\[YourName]\AppData\Roaming\Microsoft\Templates

Can I use templates in the Outlook mobile app?

Not directly. Outlook mobile doesn’t support templates yet. Consider copying and pasting text or using draft emails as a workaround.

Can I edit or delete an existing template?

Yes. Open and modify .oft files on desktop or use the My Templates sidebar to edit/delete entries in Outlook Web.

What’s the difference between Quick Parts and Templates?

Templates are full pre-composed messages. Quick Parts are text snippets you insert into various email types.