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Quick Answer

Compose an email, click File > Save As, and choose Outlook Template to save the message for future use.

How to Create and Use Email Templates in Outlook ​

Applies to: Microsoft Outlook (Microsoft 365, Outlook 2021, Outlook 2019)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Email templates let you save pre-written messages that you can reuse for recurring communications — such as status updates, meeting agendas, or standard responses. This article explains how to create, save, and use email templates in both the Outlook desktop app and Outlook on the web, without needing admin rights.

Prerequisites ​

  • Microsoft Outlook desktop app or Outlook on the web.
  • No admin rights required.

Instructions ​

1. Create an Email Template (Desktop App) ​

Save a pre-written email as a reusable template file.

  1. Open Outlook and click New Email.
  2. Compose the message you want to save as a template:
    • Add the subject line.
    • Write the body text with any formatting, links, or images.
    • Optionally, pre-fill the To or CC fields.
  3. Click File > Save As.
  4. In the Save as type dropdown, select Outlook Template (*.oft).
  5. Give the file a descriptive name (e.g., Weekly Status Update).
  6. Click Save. The template is saved to your default Outlook templates folder.
  7. Close the email without sending.

2. Use a Saved Template (Desktop App) ​

Open and send a previously saved template.

  1. In Outlook, click New Items > More Items > Choose Form (on the Home ribbon).
  2. In the Choose Form dialog, change the Look In dropdown to User Templates in File System.
  3. Select your saved template from the list.
  4. Click Open.
  5. The template loads as a new email — edit the content as needed.
  6. Add or update recipients in the To field.
  7. Click Send.

3. Create a Quick Parts Template (Alternative Method) ​

Save reusable text blocks that can be inserted into any email.

  1. Open a new email and type the text you want to reuse.
  2. Select the text block.
  3. Click the Insert tab on the ribbon.
  4. Click Quick Parts > Save Selection to Quick Parts Gallery.
  5. Enter a descriptive Name for the block.
  6. Click OK.
  7. To use it later, click Insert > Quick Parts and select the saved block.

4. Use My Templates in Outlook on the Web ​

Create and use templates directly in your browser.

  1. Open Outlook on the web (outlook.office.com) and create a new email.
  2. On the email toolbar, click the ⋯ (More options) menu.
  3. Select My templates.
  4. To create a new template, click + Template at the bottom of the panel.
  5. Enter a Title and type the template text.
  6. Click Save.
  7. To use the template, open My templates, click the desired template, and the text is inserted into the email body.

Troubleshooting ​

TIP

For frequently sent messages (e.g., acknowledgements or approvals), consider using Quick Steps instead — they can create a pre-filled email and send it in a single click. See the related article below.

Symptom / ErrorPotential CauseSolution
Cannot find saved template in Choose FormWrong folder selected in Look InChange the Look In dropdown to User Templates in File System instead of the default library.
Template formatting is lostTemplate saved as plain textWhen saving, ensure the email format is set to HTML (check Format Text > HTML on the ribbon before saving).
My Templates panel is empty (Outlook on the web)Templates were cleared or not savedRe-create the template using My templates > + Template in the web app.