You probably spend more time writing the same emails than you’d like to admit.

Outlook email templates help you solve this.

In this article, you’ll learn exactly how to create, edit, and use Outlook templates.

How to create an email template in Outlook

You have two main paths. The classic desktop template (OFT file), and the “My Templates” pane in New Outlook and Outlook on the web.

Classic desktop Outlook (OFT file)

Open a new email. Write the message you want to reuse. Then go to File > Save As and choose Outlook Template (*.oft).

Pick a clear file name. Click Save. Outlook stores templates in your user Templates folder by default. You can also save them anywhere you prefer.

Why choose OFT? You can preserve rich formatting. You can also keep images, and reuse the draft exactly as designed. You’ll insert it later from Choose Form, but for now you’re done creating it.

New Outlook for Windows

In New Outlook, you don’t save OFT files. You use the built-in Templates panel instead. Start a new message, select the … menu, and open Templates.

Click Save as template (or + Template in the pane). Name your template. Paste or type the content, and save. You’ll insert it from the same panel next time.

If you don’t see Templates, add the My Templates add-in first. Your organization can turn add-ins on or off, so check with IT if it’s missing.

Outlook on the web (OWA)

Create a new email. Open the … menu in the compose window and choose My Templates. If it’s not there, use Add apps and add My Templates.

In the right pane, click + Template. Give it a short, searchable name. Add your message and Save. You’re set for quick insert later.

How to edit an email template in Outlook

First, identify your template type. You either use classic .oft files or the My Templates pane in New Outlook and Outlook on the web. The edit path is different for each.

Edit a classic .OFT template (desktop Outlook)

Open Outlook. Go to Home > New Items > More Items > Choose Form. In Look in, pick User Templates in File System, select your template, and open it.

Your template opens as a new message. Make your text or formatting changes here. Remember, changes to this draft don’t update the template yet.

To save the update, choose File > Save As. Select Outlook Template (*.oft), pick the same file name, and Save to replace the old version. This overwrites the previous template with your edits.

Tip: want to edit the file directly in its folder? Use File > Save As once to expose the Custom Office Templates path, then browse to it later in File Explorer and open the .oft for tweaks.

Edit a template in New Outlook or Outlook on the web

Compose a new message. Open … > My Templates to show your template list. If you don’t see it, add the My Templates add-in from Get/Add apps.

Find the template you want. Click the Edit icon, change the content, and Save. Your update is stored to your mailbox and appears everywhere you use My Templates.

Quick note on capabilities. In the new Outlook, templates are text-only. You can use multiple paragraphs, but not graphics or rich formatting. Keep edits concise and plain.

How to use an email template in Outlook

You have two ways to insert a template. Classic desktop uses .oft files. New Outlook and Outlook on the web use My Templates.

Use a template on classic desktop Outlook (.oft)

Open Outlook. Go to Home > New Items > More Items > Choose Form. In Look in, pick User Templates in File System, select your template, and open it.

Personalize your message. Add the recipient, subject, and any final edits. Click Send when you’re ready. Note: changes you make here don’t update the template itself.

Prefer a faster path? Save your templates in your Templates folder, then double-click the .oft file in File Explorer to start a new message instantly. It opens right away if Outlook is your default mail app.

Using New Outlook but still have .oft files? Drag the .oft from File Explorer onto the reading pane and Outlook will open it as a new draft. Handy for legacy templates.

Use a template in New Outlook (Windows) or Outlook on the web

Start a new email or reply to one. Open More options (⋯) > My Templates or Message > View Templates to show your template pane.

Click the template you need. Outlook inserts the text into your message body at the cursor. You can then tweak the copy and hit Send.

Don’t see My Templates? It may be disabled by your admin. Add or enable it from Get/Add apps in Outlook, or ask IT to turn on add-ins.

Smart usage tips

Pin access where you work. Keep your My Templates pane open while you triage your inbox, so you can drop in standard replies in two clicks. You stay fast and consistent.

Remember the limitations. My Templates inserts plain text and doesn’t prefill To, Cc, or Subject fields. Add those manually, or use .oft when you need richer formatting and pre-staged elements.

Work with mixed setups. If your team is moving to New Outlook, keep important .oft templates handy and drag-drop them when needed. Use My Templates for quick snippets like “Interview confirmation” or “Next steps.”

Outlook email template troubleshooting

Templates not showing up? Start with the basics.

“My Templates” button is missing

Open a compose window. Click More apps (⋯), choose Add app, and search for My Templates. Install it, then reopen the compose window.

Still not there on desktop? Add the View Templates command to your ribbon. Go to File > Options > Customize Ribbon, pick All Commands, add View Templates, and confirm.

If nothing appears when you click My Templates, your org may have disabled the add-in. Ask IT to re-enable My Templates in the Exchange Admin Center under Organization > Add-ins. Toggle it off and back on, then restart Outlook.

“This template is too large to save”

You hit a size limit. The My Templates add-in has a total storage cap of 32 KB across all templates. Reduce content, remove long signatures, or split one big template into several small ones.

Need images, heavy formatting, or attachments? Use a classic .oft template instead of My Templates. Create or update it from a new message via File > Save As > Outlook Template.

You edited a message, but the template didn’t change

That’s expected. Edits to a sent (or unsent) email don’t rewrite the template. To update it, resave the message as a template (.oft) or use Edit inside My Templates.

Can’t open or find your .OFT file

Use Outlook’s picker. Go to Home > New Items > More Items > Choose Form, then set Look in to User Templates in File System to locate and open your template. If you saved it elsewhere, browse to that folder.

Prefer double-click? Store .oft files in a known folder and open them from File Explorer. Outlook will launch a new draft from that template.

Templates vanished after switching to New Outlook

New Outlook relies on the My Templates app, not local .oft lists. Re-add My Templates via More apps > Add app, then recreate or paste your key snippets. Keep heavyweight, branded templates as .oft in classic Outlook when needed.

My Templates opens but never loads

This is often an add-in health issue. Ask IT to toggle My Templates in the Exchange Admin Center or check for account/add-in restrictions. Then relaunch Outlook or refresh your browser for Outlook on the web.

Formatting, logos, or attachments don’t stick

That’s a limitation of My Templates. It inserts text only and won’t carry images or attachments. Save a rich, brand-safe version as .oft and reuse it from Choose Form.

Professional AI Email Templates: Noota

Noota records and transcribes your meetings, then builds instant summaries with key decisions and action items. You take that output and drop it straight into an email. Simple.

You can also define a custom summary template. It structures your minutes the same way every time, so your emails stay consistent across teams.

Template categories you’ll actually use

• Meeting follow-ups. Send crisp next steps after client calls or internal syncs. You’ll find 10 proven examples to match your tone.
• Meeting recaps. Turn notes into clear summaries your team will read. Templates show structure and wording.
• Requests and scheduling. Ask for time without sounding pushy and lock in interview slots without email ping-pong.
• Interview feedback. Share constructive updates with candidates using consistent, role-aware wording.

From recap to send, step by step

1. Run your meeting with Noota capturing the conversation.
2. Open the auto-generated recap and copy the relevant blocks (decisions, actions, deadlines).
3. Pick a matching Noota email template (follow-up, recap, interview, feedback). Paste, personalize names and dates, and you’re done.

Want to automatically generate emails from your meetings ? Try Noota for free NOW.