How to Create an Email Template in Outlook (New Outlook, Classic, Web and Mac) and Automate Replies

To create an email template in Outlook: in new Outlook or Outlook on the web, start a new email and choose Apps › My Templates (or the "…" menu › My Templates), click + Template, give it a title and body, and save. In classic Outlook for Windows, write the email, then File › Save As › Outlook Template (*.oft); use it later from New Items › More Items › Choose Form › User Templates in File System. Menu names can change with Outlook updates, but these are the main methods.

Method 1: New Outlook and Outlook on the web (My Templates)

1. Click New mail.
2. In the message ribbon, select Apps (or the … menu) and choose My Templates.
3. In the panel, click + Template.
4. Enter a title and the template text.
5. Click Save.
6. To use it: open a new email, open My Templates and click the template to insert it.

Notes: My Templates are stored with your mailbox, so they're available on the web and in new Outlook. They're best for text snippets; formatting and attachments may be limited.

Method 2: Classic Outlook for Windows (.oft template)

Create:

1. Home › New Email.
2. Write the subject, body, formatting, and add attachments if needed.
3. File › Save As.
4. In "Save as type", choose Outlook Template (*.oft).
5. Name it and Save (default Templates folder).

Use:

1. Home › New Items › More Items › Choose Form.
2. In "Look In", select User Templates in File System.
3. Select your template and Open.
4. Edit as needed and send.

Edit: open the template, change it, then save again as .oft with the same name.

Method 3: Quick Parts (classic Outlook)

For reusable paragraphs:

1. Select text in an email.
2. Insert › Quick Parts › Save Selection to Quick Part Gallery.
3. Insert later from Insert › Quick Parts.

Outlook for Mac

New Outlook for Mac supports My Templates like the web version (availability can vary by version). You can also use signatures creatively for short reusable blocks, or save drafts as templates.

Sharing templates with your team

• Share .oft files via a shared folder or Teams
• Use shared mailboxes or add-ins for template libraries
• For organisation-wide templates and branding, consider add-ins or email signature/template management tools

Template tips

• Use placeholders like [First name], [Date] and highlight them so you don't forget to replace them
• Keep subject lines clear
• Create templates for common replies: quotes, follow-ups, meeting confirmations, invoices, onboarding
• Review templates quarterly

Automate emails in Outlook

Templates save minutes; automation saves hours. (See How to automate tasks with AI.)

Frequently asked questions

How do I create an email template in Outlook?

In new Outlook or Outlook on the web, open a new email, go to Apps or the … menu › My Templates › + Template, add a title and text, and save. In classic Outlook, save an email as an Outlook Template (*.oft).

How do I save an email as a template in Outlook?

In classic Outlook, open or write the email, choose File › Save As, select Outlook Template (*.oft) and save. In new Outlook, copy the text into My Templates.

How do I use a saved template in Outlook?

New Outlook: open My Templates in a new email and click it. Classic: New Items › More Items › Choose Form › User Templates in File System.

How do I edit an Outlook email template?

In My Templates, hover and edit or delete. For .oft files, open the template, edit and save again with the same name.

Can I share Outlook templates with my team?

Yes, by sharing .oft files, using shared mailboxes or using template add-ins.

Can Outlook send template replies automatically?

Classic Outlook rules can reply using a template; for advanced automation, use Power Automate or other automation tools.