Mar 27, 2026

How to Create an Email Template in Outlook (Every Version, 2026)

Outlook Email Templates Productivity Microsoft 365 How-to Email

Outlook has several ways to save and reuse email content, but the right method depends on which version you’re using. The new Outlook desktop app and Outlook on the web now have a built-in Mail Templates feature that handles full formatting, attachments, and pre-filled recipients. Classic Outlook for Windows still relies on .oft template files and Quick Parts. And the My Templates add-in works across versions for lightweight text snippets.

Here’s how to set up templates in each version.

1. New Outlook Desktop & Outlook on the Web (Mail Templates)

Microsoft rolled out a full Mail Templates feature to the new Outlook for Windows and Outlook on the web in late 2025. Unlike the older My Templates add-in, Mail Templates supports rich formatting, attachments, subject lines, and pre-filled recipients. You can save up to 50 templates per account, and they sync across devices.

Create a template

Open new Outlook or go to outlook.office.com and sign in.
Click New mail to open a compose window.
Build your template email — add recipients, a subject line, body text, formatting, and any attachments you want to reuse.
Click the three-dot menu (More actions) in the compose toolbar.
Select Save as template.
Enter a name for the template and click Save.

Use a saved template

On the Home tab of the ribbon, click the dropdown arrow next to New.
Select Mail from template.
In the Choose Template dialog, click the template you want.
Click Open. The template loads into a new compose window.
Edit the recipients, subject, or body as needed, then click Send.

You can also access your templates from the compose window: click the three-dot menu and select My templates to see the list and insert one.

Edit or delete a template

Go to Settings (gear icon) > Mail > My templates.
Hover over a template and click the pencil icon to edit or the trash icon to delete it.

Note: Mail Templates require a Microsoft 365 mailbox. If you’re using an IMAP account (like a personal Gmail connected to Outlook), this feature won’t be available.

2. Classic Outlook for Windows (.oft Files)

Classic Outlook uses .oft (Outlook Form Template) files — a standalone file format that stores the full email including formatting, attachments, and recipient fields. This method has been around for decades and still works if you haven’t switched to the new Outlook.

Create and save a template

Open classic Outlook and click New Email (or press Ctrl+N).
Compose your template — add the subject line, body text, formatting, and any attachments. You can also pre-fill the To, Cc, or Bcc fields if the template always goes to the same people.
In the message window, click File > Save As.
In the Save as type dropdown, select Outlook Template (*.oft).
Enter a name in the File name box.
Click Save.

By default, .oft files save to C:\Users\<YourUsername>\AppData\Roaming\Microsoft\Templates. You can save them elsewhere, but keeping them in the default folder makes them easier to find later.

Use a saved .oft template

In the main Outlook window, go to New Items > More Items > Choose Form.
In the Choose Form dialog, set the Look In dropdown to User Templates in File System.
Select your template from the list (or click Browse if you saved it to a custom folder).
Click Open.
Edit the recipients, subject, or body as needed, then click Send.

Changes you make before sending do not overwrite the original template. To update a template, open it, make your changes, then use File > Save As and save it as an .oft file with the same name to replace it.

Tip: Pin the Templates folder to Quick Access in File Explorer so you can also open .oft files by double-clicking them directly.

3. My Templates Add-in (Quick Text Snippets)

The My Templates add-in is a lightweight option for inserting short, reusable text blocks into emails. It’s pre-installed on most Microsoft 365 accounts and works in both the new Outlook and Outlook on the web. It does not support rich formatting, attachments, or pre-filled subject/recipient fields — think of it as a snippet tool rather than a full template system.

Create a My Template

Open a new email or reply to an existing message.
Click the three-dot menu (More actions) in the compose toolbar.
Select My Templates. A task pane opens on the right.
Click + Template.
Enter a Title (the name you’ll see in the list) and the template text in the body field.
Click Save.

Insert a My Template

Place your cursor in the body of the email where you want the text to appear.
Open the My Templates pane (three-dot menu > My Templates).
Click the template you want to insert. The text drops in at your cursor position.

You can store up to 50 templates in the My Templates add-in per account.

If My Templates is missing

If you don’t see the My Templates option, it may need to be enabled:

In the compose toolbar, click the three-dot menu > Apps (or go to Insert > Apps).
Search for My Templates and click Add.
It should now appear in your toolbar menu.

4. Quick Parts (Classic Outlook Only)

Quick Parts let you save reusable content blocks — text, images, tables, formatted paragraphs — and insert them into any email with a couple of clicks or a keyboard shortcut. Quick Parts are stored locally and only available in classic Outlook for Windows.

Save a Quick Part

In a new email or reply, type (or paste) the content you want to reuse.
Select the text, images, or other content you want to save.
Go to the Insert tab in the ribbon.
Click Quick Parts > Save Selection to Quick Part Gallery.
In the Create New Building Block dialog, enter a Name for the Quick Part.
Leave the other fields at their defaults (or choose a custom category if you want to organize them).
Click OK.

Insert a Quick Part

Method 1 — Menu:

Place your cursor where you want the content.
Go to Insert > Quick Parts.
Click the saved entry from the gallery.

Method 2 — Keyboard shortcut:

Type the Quick Part’s name in the message body.
Press F3. The name is replaced with the full saved content.

Delete a Quick Part

Go to Insert > Quick Parts.
Right-click the entry you want to remove.
Select Organize and Delete.
Click Delete, then Close.

Quick Reference

Method	Available in	Supports formatting?	Supports attachments?	Pre-fills subject/recipients?	Syncs across devices?
Mail Templates	New Outlook, Outlook on the web	Yes	Yes	Yes	Yes
.oft Files	Classic Outlook for Windows	Yes	Yes	Yes	No (local files)
My Templates	New Outlook, Outlook on the web	No (plain text only)	No	No	Yes
Quick Parts	Classic Outlook for Windows	Yes	No	No	No (local storage)

Which Method Should You Use?

New Outlook or Outlook on the web user? Use Mail Templates for full-featured templates with formatting and attachments. Use My Templates for quick text snippets you insert frequently.
Classic Outlook for Windows user? Use .oft files when you need complete template emails with attachments and pre-filled recipients. Use Quick Parts for reusable content blocks you drop into replies.
Switching between versions? Mail Templates and My Templates sync across devices through your Microsoft 365 account. .oft files and Quick Parts are stored locally, so they won’t follow you to a different machine or to the web.

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More on Outlook: How to add a signature in Outlook · How to schedule an email in Outlook · How to share your Outlook calendar · How to set up recurring meetings · How to add a calendar to Outlook

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