How to Create Email Templates in Outlook (2026 Guide)

How to Create Email Templates in Outlook (2026 Guide)

Outlook email templates are pre-written messages you can save and reuse to skip retyping the same emails. Depending on which version of Outlook you use — classic desktop, new Outlook, or Outlook on the web — the process for creating templates is different. Classic Outlook saves templates as .oft files on your computer. New Outlook and the web version use the "My Templates" add-in. Both approaches let you insert a saved message in seconds instead of writing from scratch.

For support teams, templates cut response times dramatically. The average company takes over 12 hours to reply to customer emails, yet 89% of customers expect a response within one hour. Templates close that gap, especially when your team handles the same types of requests repeatedly.

This guide covers every method for creating email templates in Outlook, with step-by-step instructions for each version.

Which Template Method Should You Use?

Outlook offers several ways to save and reuse email content. Here's how they compare:

Method Works In Shared Across Devices Supports Formatting Supports Attachments Character Limit
.OFT Templates Classic Outlook (desktop) No (local file) Yes Yes None
My Templates New Outlook, Outlook Web Yes (cloud-synced) Limited No 32 KB
Quick Parts Classic Outlook (desktop) No (local file) Yes No None
Signatures All versions Yes (account-synced) Yes No Varies

For most users, OFT templates (classic Outlook) or My Templates (new Outlook / web) are the best options. The sections below walk through each method.

How to Create an Email Template in Classic Outlook (.OFT)

Classic Outlook — the traditional desktop application included with Microsoft 365 — saves templates as .oft files. These files live on your computer and can include formatting, images, and attachments.

Save a New Template

  1. Open Outlook and click New Email to open a compose window.
  2. Type the subject line, body text, and add any formatting or attachments you want to reuse.
  3. Click File → Save As.
  4. In the "Save as type" dropdown, select Outlook Template (*.oft).
  5. Enter a name for your template and click Save.

Outlook saves templates to C:\Users\{username}\AppData\Roaming\Microsoft\Templates by default. You can save them elsewhere, but the default location makes them easier to find later.

Use a Saved Template

  1. Click 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. Personalize the email and click Send.

Tip: Pin the "Choose Form" option to your Quick Access Toolbar for faster access. Right-click the toolbar, select "Customize Quick Access Toolbar," and add the command from the "All Commands" list.

How to Create an Email Template in New Outlook

The new Outlook app (available on Windows and Mac) uses the "My Templates" add-in instead of .OFT files. Templates sync across devices through your Microsoft account.

Enable My Templates

My Templates should be available by default. If you don't see it:

  1. Open a new email in the new Outlook.
  2. Click the Apps icon (grid icon) in the toolbar.
  3. Search for My Templates and click Add.

If My Templates doesn't appear in the Apps menu, your organization's Microsoft 365 admin may need to enable add-ins for your account.

Save a New Template

  1. Open a new email and click the Apps icon in the toolbar.
  2. Click My Templates from the panel that appears.
  3. Click the + Template button at the bottom of the panel.
  4. Enter a title and the template text in the fields provided.
  5. Click Save.

My Templates supports basic text formatting but has a 32 KB size limit. It does not support attachments, images, or rich HTML formatting. For templates that need these features, classic Outlook's .OFT method is the better choice.

Use a Saved Template

  1. In a new email or reply, click the Apps icon.
  2. Click My Templates.
  3. Click the template you want to insert.

The template text is inserted at your cursor position. Unlike classic Outlook templates, My Templates does not replace the subject line — you'll need to type that manually.

How to Create an Email Template in Outlook on the Web

Outlook on the web (outlook.office.com) uses the same My Templates add-in as the new Outlook desktop app.

  1. Open Outlook on the web and click New mail.
  2. Click the three-dot menu (More actions) in the compose toolbar.
  3. Select My Templates.
  4. Click + Template to create a new template, or click an existing template to insert it.

Templates created in Outlook on the web sync automatically with the new Outlook desktop app, and vice versa. They do not sync with classic Outlook's .OFT templates.

How to Use Quick Parts for Reusable Content

Quick Parts are another way to save reusable text blocks in classic Outlook. Unlike full email templates, Quick Parts insert text snippets into an email you're already composing — they don't create a new message from scratch.

Save a Quick Part

  1. In a compose window, type and select the text you want to save.
  2. Click Insert → Quick Parts → Save Selection to Quick Part Gallery.
  3. Enter a name and click OK.

Insert a Quick Part

  1. In a compose window, click Insert → Quick Parts.
  2. Click the Quick Part you want to insert.

Quick Parts are stored locally and do not sync across devices. They're best for reusable snippets like standard signatures, disclaimers, or boilerplate paragraphs — not full email templates.

How to Edit and Delete Templates

Edit a Template

Classic Outlook (.OFT): Open the template using File → New → Choose Form, make your changes, then save it again with File → Save As → Outlook Template, overwriting the original file.

New Outlook / Web (My Templates): Open the My Templates panel, hover over the template you want to edit, and click the pencil icon. Make your changes and click Save.

Delete a Template

Classic Outlook (.OFT): Navigate to the templates folder (C:\Users\{username}\AppData\Roaming\Microsoft\Templates) in File Explorer and delete the .oft file.

New Outlook / Web (My Templates): Open the My Templates panel, hover over the template, and click the trash icon.

5 Outlook Email Template Examples for Support Teams

These templates cover the most common support scenarios. Adapt them for your team and save them using whichever method works for your Outlook version.

1. Ticket Acknowledgment

Subject: We received your request — [Reference #]

Hi [Customer Name],

Thank you for contacting us. We've received your message and our team will respond within [timeframe].

Your reference number is [#]. Feel free to reply to this email if you need to add details.

Best regards, [Your Name]

2. Issue Resolution

Subject: Your issue has been resolved — [Reference #]

Hi [Customer Name],

The issue you reported regarding [brief description] has been resolved. Here's what we did:

[1-2 sentence explanation.]

If everything looks good, no action is needed. If you're still experiencing problems, reply here and we'll investigate further.

Best regards, [Your Name]

3. Information Request

Subject: Additional information needed — [Reference #]

Hi [Customer Name],

To help resolve your request, we need a bit more information:

  • [Question 1]
  • [Question 2]

Once we have these details, we'll be able to move forward quickly.

Best regards, [Your Name]

4. Escalation Notice

Subject: Your request has been escalated — [Reference #]

Hi [Customer Name],

Your request has been forwarded to our [specialized team] for further review. They have more expertise in [area] and will follow up within [timeframe].

Your reference number remains [#] and all previous correspondence is included.

Best regards, [Your Name]

5. Follow-Up After No Response

Subject: Following up on your request — [Reference #]

Hi [Customer Name],

I wanted to follow up on our message from [date] regarding [brief description]. Have you had a chance to review it?

If the issue is resolved, let us know. If you still need help, reply here and we'll pick up where we left off.

Best regards, [Your Name]

For more customer service email examples, see our canned response templates guide.

Troubleshooting Common Issues

"My Templates" Not Showing in New Outlook

This is a known issue when migrating from classic to new Outlook. Try these fixes:

  • Check the Apps panel: Click the grid icon in the toolbar and search for "My Templates." You may need to re-add the add-in.
  • Ask your admin: Microsoft 365 administrators can enable or disable add-ins at the organization level. Check with your IT team.
  • Clear cache: Sign out of Outlook on the web, clear your browser cache, and sign back in.

Template Cannot Be Saved (Size Error)

My Templates has a 32 KB limit per template. If you hit this:

  • Remove images from the template body. Reference them with links instead.
  • Shorten the content. Most effective support templates are 3-5 sentences.
  • Use classic Outlook's .OFT method instead, which has no size limit.

Templates Not Syncing Between Devices

  • .OFT templates are local files. They do not sync. You'd need to manually copy the .oft file to each computer.
  • My Templates sync via your Microsoft account. If they're not appearing, ensure you're signed into the same account on both devices.
  • My Templates and .OFT templates are separate systems. Templates created in one method don't appear in the other.

Formatting Lost When Inserting a Template

My Templates has limited formatting support. If your templates lose formatting:

  • Stick to plain text or minimal formatting (bold, italic, bullet lists).
  • For templates with rich HTML formatting, tables, or images, use classic Outlook's .OFT templates or compose the email in Word and paste it into Outlook.

Limitations of Outlook's Built-In Templates

Outlook's template features work for individual use, but teams run into these constraints quickly:

  • No shared templates. .OFT files are local. My Templates are tied to individual Microsoft accounts. There's no native way to share a template library across a team.
  • No variables or merge fields. You can't auto-fill customer names, order numbers, or ticket IDs. Every template requires manual editing before sending.
  • Two incompatible systems. Classic Outlook uses .OFT files. New Outlook uses My Templates. If your team uses both versions, templates don't transfer between them.
  • 32 KB limit on My Templates. Longer templates with formatting hit the size cap quickly.
  • No analytics. You can't track which templates your team uses, how often, or how they perform.
  • No categories or tags. With 20+ templates, finding the right one becomes a scrolling exercise.

For deeper analysis of Outlook's limitations as a helpdesk tool, including template management challenges, see our dedicated guide.

When Your Team Outgrows Outlook Templates

If your team manages a shared mailbox in Office 365 and finds these limitations slowing things down, it may be time for a dedicated tool.

Signs you've outgrown native Outlook templates:

  • Multiple team members need access to the same template library.
  • You're manually copying template files between computers.
  • Templates need dynamic fields (customer name, ticket number, product name).
  • You want to organize templates by category, product, or team.
  • You need to track which templates are used and how often.

SupportBee's shared snippets solve these problems. Snippets are shared across the entire team, support variables for personalization, organize into searchable categories, and work from any device through SupportBee's shared inbox. No .OFT files to manage, no sync issues, no 32 KB limits.

Tips for Managing Outlook Templates

  1. Use a consistent naming convention. Prefix template names with the category: "Support - Refund," "Sales - Follow-Up," "HR - Interview." This keeps them findable when you have dozens.
  2. Review templates quarterly. Outdated templates with wrong pricing, old product names, or broken links undermine your team's credibility.
  3. Keep templates concise. The average reader spends 9 seconds on an email. Three to five sentences is the sweet spot.
  4. Use brackets for personalization cues. Write [Customer Name] and [Order Number] as visual reminders to customize before sending. This prevents accidentally sending placeholder text.
  5. Standardize across your team. If some people use .OFT and others use My Templates, agree on one method to avoid confusion and inconsistency.