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Outlook offers several ways to save reusable email content. Use Mail Templates for a complete message, including recipients, subject, formatting, and attachments; use My Templates for short text snippets; and use Quick Parts for reusable content blocks in classic Outlook. Classic Outlook also supports portable .oft files, while Outlook for Mac uses .emltpl templates.
Choose the instructions for your Outlook edition below. Menu names and available features differ between new Outlook, classic Outlook, Outlook on the web, and Outlook for Mac.
Which Outlook template method should you use?
| What you want to save | Best option | Where it is stored |
|---|---|---|
| A complete email with recipients, subject, formatting, images, tables, and attachments | Mail Templates | Your Outlook or Microsoft 365 mailbox |
| A short paragraph, greeting, sign-off, or standard reply | My Templates | Your primary mailbox |
| A reusable section inside a message, such as a disclaimer or product description | Quick Parts | Classic Outlook building-block storage |
| A portable file that can be copied or shared | .oft template |
Your computer or a shared file location |
| A template saved in Outlook for Mac | Mac template | A location you select; the file uses the .emltpl extension |
Mail Templates saves complete emails and requires a qualifying Microsoft 365 subscription. It is available in new Outlook for Windows, classic Outlook, and Outlook on the web. My Templates is a separate feature for reusable text with basic styling, not a complete email with attachments.
Save a complete email template in new Outlook for Windows
Use Mail Templates when you want to reuse the complete message structure.
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- On the Home ribbon, select New > Mail.
- Add everything to reuse, including recipients, subject, message text, formatting, images, tables, and attachments.
- On the Message ribbon, select Mail template > Save email as template.
- Enter a name in the Save email as template window.
- Select Save.
In current new Outlook builds, template commands may also appear on the File tab. The visible path can vary by rollout; Microsoft’s template-creation instructions document the Message > Mail template path.
Find and use the saved template
- Select Home > New > Mail from template.
- Choose the template in the Templates dialog.
- Change any details specific to this message.
- Select Send.
You can view templates associated with an account under Settings > Mail > Templates. A Mail Templates template is saved to the account selected in the draft’s From field and is also available from that account in Outlook on the web.
Important: Editing a message created from a template does not update the saved template. Selecting Save saves the current message as a draft. To change the template, create and save a replacement through the template-saving process.
Save a complete email template in Outlook on the web
The web version uses nearly the same Mail Templates workflow as new Outlook for Windows.
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- Enter the recipients, subject, body, formatting, and attachments.
- On the Message ribbon, select Mail template > Save email as template.
- Give the template a name.
- Select Save.
To see it later, open Settings > Mail > Templates. Web Mail Templates are saved to the account from which the message is composed and can also be used in new Outlook for Windows when that account is connected there.
Use a web template
- Select New > Mail from template from the Home area.
- Choose the required template.
- Review recipients, attachments, and any dates or names that need changing.
- Send the message.
Save short reusable text with My Templates
My Templates is useful for content such as:
- A standard opening sentence
- A short answer to a common question
- Contact or support instructions
- A sign-off or meeting-confirmation paragraph
My Templates is not the right tool for a complete email with attachments. In new Outlook for Windows:
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- Select Home > New > Mail.
- On the Message tab, select My Templates. A task pane opens.
- Select +Template.
- Enter a name in the Title field.
- Enter the reusable text in the message field below it.
- Select Save.
To insert the text later, open My Templates while composing a message and select the saved entry.
In Outlook on the web, select New > Mail, open My Templates from the Message tab, select +Template, enter the title and text, and select Save.
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If My Templates is missing, your organization may have disabled add-ins. An administrator may need to enable them.
Save an Outlook template as an .oft file in classic Outlook
Classic Outlook for Windows uses Outlook Template Files, or .oft files. Use this method when you need a local file that can be copied, backed up, or shared.
- On the Home menu, select New Email. You can also press
Ctrl + Shift + M. - Compose the message, including the subject, body, formatting, and attachments.
- In the message window, select File > Save As.
- Open the Save as type list and select Outlook Template.
- Enter a file name and select Save.
Classic Outlook normally stores these files here:
C:\Users\<username>\AppData\Roaming\Microsoft\Templates
The AppData folder may be hidden in File Explorer. Paste the path into the address bar after replacing <username> with your Windows account name.
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Open an .oft template in classic Outlook
- Select New Items > More Items > Choose Form.
- In the Choose Form window, set Look In to User Templates in File System.
- Select the template.
- Choose Open.
The template opens as a new message. Edits affect that message only. Selecting Save creates a draft; it does not overwrite the original .oft file.
Import, export, and share .oft files in new Outlook
New Outlook for Windows and Outlook on the web can work with .oft files when the account has a qualifying Microsoft 365 subscription.
Download a template as an .oft file
- Open Settings > Mail > Templates.
- Find the template.
- Select Save as OFT.
- Choose a location in File Explorer.
Add a local .oft file
- Open Settings > Mail > Templates.
- Select Add > Add OFT > Choose.
- Select the file in File Explorer.
- Select Add.
You can add multiple .oft files at once. Classic Outlook files are normally located in C:\Users\<username>\AppData\Roaming\Microsoft\Templates, unless they were saved somewhere else.
Forward a draft as an .oft file
- Open or create the draft.
- Select Message > Forward as OFT.
- Add recipients to the newly created message.
- Select Send.
Do not use File > Save As > Outlook Template as the normal new Outlook workflow. That command belongs to classic Outlook. In new Outlook, use Mail Templates or add an existing .oft file.
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Save and use a template in Outlook for Mac
Microsoft lists the built-in Mac template feature for Outlook for Microsoft 365 for Mac, Outlook 2024 for Mac, and Outlook 2021 for Mac. The controls are available to Microsoft 365 subscribers and to users running Outlook for Mac version 15.35 (170610) or later.
Save a Mac template
- Select the email message you want to use as the template.
- Select File > Save As Template.
- Enter a template name.
- Optionally apply a tag, such as Red, Blue, Important, or Work.
- Select a save location.
- Select Save.
Mac templates use the .emltpl file extension.
Open a Mac template
- Select File > New > Email From Template.
- Select the template location and template name.
- Select Open.
- Add or change recipients and content, then select Send.
On Mac, My Templates is available for Exchange accounts. It is not available in shared mailboxes opened in Outlook for Mac. If the add-in does not appear, organization-level add-in restrictions may be responsible.
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Use Quick Parts for reusable sections in classic Outlook
Quick Parts is designed for reusable content blocks rather than complete email templates. Use it for a paragraph, heading, disclaimer, formatted signature section, or other content inserted into different messages.
- Start a new email or reply and select the content to save.
- Select Insert > Quick Parts > Save Selection to Quick Part Gallery.
- Complete the Create New Building Block dialog. You can set the Name, Gallery, Category, Description, Save in, and Options.
- Select OK.
To insert the saved block, click in the message and select Insert > Quick Parts. Choose the item and select Insert.
To preserve paragraph indentation, alignment, line spacing, and pagination, include the paragraph mark when selecting the content.
Rename or edit a Quick Part
- Select Insert > Quick Parts.
- Right-click in the gallery and select Organize and Delete.
- Select the building block and choose Edit Properties.
- Edit the name or other properties.
- Select OK, then select Yes when Outlook asks whether to redefine the entry.
Shared mailbox template limitations
Shared mailboxes behave differently depending on the Outlook edition and how the mailbox is opened.
| Outlook setup | What happens |
|---|---|
| New Outlook | My Templates created in a shared mailbox are shared only when the mailbox is promoted to a full account and users access it that way. They are not available through a non-promoted shared-mailbox connection or other platforms. |
| Classic Outlook | My Templates created in a shared-mailbox context are saved only to the creating user’s account. Other users cannot view or edit them. |
| Outlook on the web | To make My Templates shareable, open the shared mailbox separately with Open another mailbox. Other users must also open it that way. |
| Web mailbox opened in the same browser window as the primary mailbox | Templates created there are available only to the creating user. |
There is also a web-specific limitation: templates created in the primary mailbox are not available when a shared mailbox is opened in a separate tab or window. Microsoft’s documented workaround is to open the shared mailbox in the same tab or window as the primary mailbox.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Practical checks before relying on a template
- Confirm the account: For Mail Templates, check which account is selected in From. For My Templates, remember that the primary mailbox controls storage.
- Check attachments: Use Mail Templates or an
.oftfile if attachments must be included. My Templates will not preserve them. - Review changing information: Replace names, dates, order numbers, links, and attachments before sending.
- Test the output: Open the template, verify formatting and attachments, and send a test message if it is used for customer or external mail.
- Update correctly: Do not edit a generated draft and expect the saved template to change. Save a replacement template instead.
FAQ
Can Outlook save an email with attachments as a template?
Yes. Use Mail Templates in new Outlook or Outlook on the web, or save the message as an .oft file in classic Outlook. My Templates is for short reusable text and does not save a complete email with attachments.
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Where are Outlook templates stored?
It depends on the feature. Classic Outlook .oft files normally use C:\Users\<username>\AppData\Roaming\Microsoft\Templates. Mail Templates are stored with the relevant Outlook account or mailbox. My Templates entries are stored in the primary mailbox.
Why can’t I find My Templates in Outlook?
My Templates is an add-in, and your organization may have disabled add-ins. An administrator may need to enable it. On Mac, My Templates also requires an Exchange account and is not available in shared mailboxes opened in Outlook for Mac.
Does editing a template update the original?
No. Opening a template creates a message or draft. Saving that message does not modify the original Mail Template or .oft file. Save a replacement template if you want to change the original content.
Can I use a classic Outlook .oft file in new Outlook?
Yes. In new Outlook, open Settings > Mail > Templates > Add > Add OFT > Choose, select the file, and choose Add. New Outlook can also download a saved template using Save as OFT.
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What is the difference between Quick Parts and Outlook templates?
Quick Parts saves a reusable content block inside classic Outlook, such as a paragraph or disclaimer. A full Mail Template or .oft file is intended to reproduce an entire email, including its subject and attachments.
The Bottom Line
Choose Mail Templates for a complete reusable message, My Templates for short text snippets, and Quick Parts for reusable sections in classic Outlook. Use .oft files when a template must be downloaded or shared, and use .emltpl files with Outlook for Mac. The most common mistakes are using My Templates for full emails, looking for mailbox templates in the classic Outlook Templates folder, and assuming edits to a generated draft update the saved template.
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