How to Create Email Templates in Outlook: 3 Easy Methods (With Examples)

If you send the same kinds of emails every day, like password resets, follow-ups or "we got your request" replies, email templates will save you a surprising amount of time. I've relied on them for years in help desk and IT support roles, and they're one of the first things I set up for clients. In this guide I'll show you three ways to create templates in Outlook, which one to use for your version of Outlook, and four ready-to-use templates you can copy.

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Why Use Email Templates in Outlook?

• Save time: write a message once and reuse it in seconds.

• Stay consistent: everyone gets the same accurate information and tone.

• Look professional: no typos from rushing the same email for the tenth time.

• Reduce mistakes: steps, links and instructions are already checked.

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Which Method Should You Use?

• My Templates: the easiest option. Works in the new Outlook, Outlook on the web and classic Outlook, and your templates follow your account to any device. Saves the message body only.

• Outlook Template (.oft) files: classic Outlook for Windows only. Saves the whole email, including subject line, recipients and attachments.

• Quick Steps: classic Outlook. Opens a pre-filled email (recipients, subject and text) with one click.

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Method 1: My Templates (Easiest, Works Everywhere)

1. Open Outlook and start a new email.

2. Click View Templates. In the new Outlook or Outlook on the web, you may find it under the Apps button as My Templates.

3. A side panel opens with a few sample templates from Microsoft. Click + Template to add your own.

4. Give the template a title, type the message, and click Save.

5. To use it, open a new email or reply, open My Templates and click the template. The text drops right into your message.

Start with a new email

The View Templates button

The My Templates panel

Creating a new template

Note: My Templates only saves the body of the email. It doesn't add a subject line or attachments. Because the templates are saved to your Microsoft account, they're still there when you switch computers or sign in on the web.

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Method 2: Save an Email as an Outlook Template (.oft)

Use this in classic Outlook for Windows when you want the subject line, recipients or attachments saved too.

1. Create a new email and fill in everything you want saved: subject, body, recipients and attachments.

2. Click File > Save As.

3. In the Save as type dropdown, choose Outlook Template (*.oft).

4. Give it a clear name and click Save. Keep the default folder so Outlook can find it.

To use the template: go to Home > New Items > More Items > Choose Form. In the Look In dropdown, select User Templates in File System, then double-click your template.

Tip: .oft files are saved on your computer, so they don't follow you to a new PC automatically. Copy them from the Templates folder (type %appdata%\Microsoft\Templates in File Explorer) when you move to a new computer.

Saving a full email as a template

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Method 3: One-Click Emails with Quick Steps

Quick Steps are perfect for emails you send to the same people over and over, like a weekly report or a standard handoff to another team.

1. On the Home tab, find the Quick Steps group and click Create New.

2. Name it something you'll recognize, like "Send Follow-Up".

3. Choose the action New Message.

4. Click Show Options and fill in the recipients, subject and message text.

5. Click Finish. Now one click opens a ready-to-send email.

Outlook Quick Steps

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Bonus: Save Short Snippets with Quick Parts

For a sentence or paragraph you add to lots of different emails, like your remote support instructions, use Quick Parts in classic Outlook: highlight the text, go to Insert > Quick Parts > Save Selection to Quick Part Gallery. Insert it later from the same menu.

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4 Ready-to-Use Email Templates

Copy these into My Templates and adjust the details in [brackets].

1. Password Reset

Hi [Name],

I've reset your password as requested. Use the link below to create a new one. For security, it expires in 24 hours.

[Reset link]

If you didn't request this, reply to this email right away and I'll secure your account.

2. Printer Troubleshooting

Hi [Name],

Sorry you're having printer trouble. To get this fixed quickly, please reply with:

• The printer make and model

• How it's connected (USB, Wi-Fi or network)

• Any error message on the printer or computer

• What you've already tried (restarting, reconnecting, etc.)

3. We Received Your Request

Hi [Name],

Thanks for reaching out. I've received your request about [issue] and I'm looking into it now. I'll update you by [time or date].

4. Follow-Up

Hi [Name],

Just a quick update on [issue]: [what's been done]. The next step is [next step], and I expect to have it resolved by [time or date]. Let me know if anything changes on your end.

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Tips for Better Templates

• Keep them short: get to the point in the first two lines.

• Use placeholders: [Name] and [Date] remind you to personalize before sending.

• Name them clearly: "Password Reset" beats "Template 3".

• Test first: send a template to yourself to check the formatting.

• Review them every few months: update links, steps and contact details.

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Troubleshooting

• I don't see View Templates: in the new Outlook and Outlook on the web, check under the Apps button. In classic Outlook, go to Get Add-ins and make sure My Templates is turned on.

• My .oft template isn't listed: in Choose Form, make sure Look In is set to User Templates in File System.

• My templates disappeared on a new PC: My Templates follow your account automatically, but .oft files need to be copied over from the old computer.

Once you set up a handful of templates, you'll wonder how you ever managed without them. Prefer video? Here's a short video walkthrough.