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Using a template creates a draft; saving that draft does not update the stored template. To change a complete template, revise the message and save the revised message as a template again.
Identify the Outlook template you are editing
| Template type | What it stores | Where it is managed |
|---|---|---|
| Mail Templates | A complete email, including recipients, subject, body, formatting, images, tables, and attachments | New Outlook for Windows, classic Outlook, and Outlook on the web for qualifying Microsoft 365 subscriptions; manage them through Settings > Mail > Templates |
| Classic Outlook .oft | A local Outlook Template File containing the subject, message content, formatting, and attachments | Classic Outlook, normally in the Windows Templates folder |
| My Templates | Short text snippets with plain text or basic styling | The My Templates or View Templates pane |
My Templates is not a replacement for a full email template. It does not preserve attachments, tables, or rich formatting. Use Mail Templates or an .oft file when those elements matter.
Edit a Mail Template in new Outlook for Windows
Mail Templates are associated with the account used to compose the message. The saved template can also be accessed from that account in Outlook on the web.
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- On the Home ribbon, select New > Mail.
- Enter the revised recipients, subject, and message content. Add or change formatting, images, tables, and attachments as needed.
- On the Message ribbon, select Mail template > Save email as template.
- In the Save email as template window, enter the template name.
- Select Save.
To check saved templates, open Settings > Mail > Templates. Templates are listed by account. If you compose from the wrong account, the template is saved to that account.
Use the revised Mail Template
- Select New > Mail from template.
- Choose the template in the Templates dialog.
- Make any one-time changes to the resulting draft.
- Select Send.
Changes made to the draft do not change the saved template.
Edit a Mail Template in classic Outlook
Mail Templates are available in classic Outlook for qualifying Microsoft 365 subscriptions. To save a revised version:
- Select New Email and enter the revised recipients, subject, message content, formatting, images, tables, or attachments.
- On the Message ribbon, select Mail template > Save email as template.
- Enter the template name in the save window.
- Select Save.
Manage saved Mail Templates through Settings > Mail > Templates. Templates are associated with the account used to compose the message.
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Outlook on the web uses the same replacement method as new Outlook.
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- Select New > Mail.
- Enter the revised recipients, subject, and message content, including formatting and attachments as needed.
- From the Message ribbon, select Mail template > Save email as template.
- Enter the name in Save email as template.
- Select Save.
Open Settings > Mail > Templates to view templates associated with the current account. A Mail Template saved in Outlook on the web can be accessed from that mailbox in new Outlook, and vice versa.
Do not use this shortcut: Opening a template, changing the draft, and selecting Save saves the draft, not an updated Mail Template. Recreate the revised email and use Mail template > Save email as template.
Edit an .oft template in classic Outlook
Classic Outlook .oft files are stored locally. The usual folder is:
C:\Users\username\AppData\Roaming\Microsoft\Templates
Open the existing .oft file
- On the Home menu, select New Items > More Items > Choose Form.
- In the Choose Form window, set Look In to User Templates in File System.
- Select the .oft template.
- Select Open.
Save the revised .oft
- Edit the message that opened from the template.
- In the message window, select File > Save As.
- Set Save as type to Outlook Template.
- Enter the template filename.
- Select Save.
Selecting Save on the message itself only creates or updates a draft. It does not rewrite the original .oft file. Use File > Save As > Outlook Template to save the revised version.
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Edit a My Templates snippet
My Templates is designed for reusable text such as a greeting, support response, or standard closing. It is not designed to hold a complete message with attachments and complex layout.
- Start a message with New > Mail in new Outlook or Outlook on the web. In classic Outlook, select New Email.
- On the Message ribbon or tab, select My Templates. Some classic Outlook versions label this button View Templates.
- In the My Templates task pane, revise the existing snippet’s content. If needed, create a replacement using +Template, a title, and the revised text.
- Use the pane’s Save control to save the revised snippet.
Microsoft’s current instructions do not document a separate Edit command in the pane; the documented controls include creating a template and saving it. My Templates items are stored in the primary mailbox and can be accessed from that mailbox on supported Outlook platforms.
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If the template is a local .oft file rather than a cloud Mail Template, add it to the account first.
- Open Settings > Mail > Templates.
- Select Add > Add OFT.
- In Add mail templates, select Choose.
- Use File Explorer to select one or more .oft files.
- Select Add.
After adding the file, use the template to create a message, make the required changes, and save the revised content as a template through the available Mail Template controls. To download a stored template as an .oft file, go to Settings > Mail > Templates, locate it, and select Save as OFT.
What if you are editing Quick Parts?
Quick Parts stores reusable blocks of content, not complete email templates. It is available in new Outlook as well as classic Outlook. In classic Outlook, create one by selecting text and choosing Insert > Quick Parts > Save Selection to Quick Part Gallery.
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To modify an existing Quick Part in classic Outlook, select Insert > Quick Parts, right-click the item, choose Organize and Delete, select the item, and use Edit Properties where available. Use Quick Parts for a reusable paragraph or content block; use a Mail Template or .oft file for a whole email.
Fix common template-editing problems
The old version keeps appearing
You probably saved the opened message as a draft instead of saving the revised message as a template. Repeat the appropriate template-saving process and check the account or file location where the template is stored.
The template is missing from the list
Check that you are using the same account. Mail Templates are saved to the account from which the message was composed. For an .oft file in classic Outlook, check User Templates in File System and the local Templates folder.
My Templates or View Templates is missing
Your organization may have disabled add-ins. A Microsoft 365 incident caused My Templates to disappear from classic Outlook’s ribbon and from All Apps. Microsoft marked the incident fixed on March 27, 2026, at 1:40 AM UTC, although administrators who have disabled Exchange Web Services may continue to see the issue. Contact your Microsoft 365 administrator if the add-in cannot be added.
A shared-mailbox template is unavailable to colleagues
Storage depends on how the shared mailbox was opened.
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- In new Outlook, if a shared mailbox has not been promoted to a full account, My Templates created there are available only to the creating user.
- For shared access in new Outlook, the mailbox must be promoted to a full account, and each user must open and promote it in new Outlook.
- In Outlook on the web, open the shared mailbox in a separate tab or window using Open another mailbox if templates must be shared and edited by other users.
- Opening the shared mailbox in the same tab or window as the primary mailbox saves My Templates to the user’s own account. Other shared-mailbox users will not see those items.
A template saved in the primary mailbox is not available when a shared mailbox is opened in a separate tab or window. Microsoft’s workaround is to open the shared mailbox in the same tab or window as the primary mailbox.
A guide tells you to use VBA or a COM add-in
That advice applies to classic Outlook, not new Outlook. New Outlook does not support COM add-ins, the Outlook Object Model, or VBA macros. Use built-in Mail Templates, My Templates, or .oft workflows instead.
FAQ
Can I edit an Outlook template by opening it and clicking Save?
No. Opening a template creates a draft. Save the revised message using the template-saving command: Mail template > Save email as template for Mail Templates, or File > Save As with Outlook Template selected for an .oft file.
Where are classic Outlook .oft templates stored?
The default location is C:\Users\username\AppData\Roaming\Microsoft\Templates. You can also open them through New Items > More Items > Choose Form, with Look In set to User Templates in File System.
What is the difference between My Templates and Mail Templates?
My Templates stores short snippets with plain text or basic styling. Mail Templates stores a complete email, including recipients, subject, formatting, images, tables, and attachments.
Can I use an .oft file in new Outlook?
Yes. Go to Settings > Mail > Templates, select Add > Add OFT, choose the local file, and select Add.
Why can I not see a template saved in a shared mailbox?
The template may have been saved to your primary mailbox, or the shared mailbox may not have been opened in the mode required for shared templates. In Outlook on the web, use Open another mailbox in a separate tab or window. In new Outlook, the shared mailbox must be promoted to a full account for users to share My Templates.
The Bottom Line
Use the template type’s own save command. For Mail Templates, create the revised message and choose Mail template > Save email as template. For classic .oft files, use File > Save As > Outlook Template. For My Templates, revise the snippet in the task pane and save it there. A normal draft save never updates the stored complete template.
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