Management
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September 15, 2025
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8 min reading
How to Create & Use Outlook Email Templates
Summary
Outlook has two fundamentally different template systems that confuse most users: classic .OFT files for the desktop app (rich formatting, images, pre-staged subject lines) and the My Templates pane in New Outlook and Outlook on the web (plain text only, 32 KB storage cap, but accessible everywhere you're signed in). Knowing which one you need before you start saves a lot of frustration. This guide covers how to create, edit, and use both template types, the exact steps for each Outlook version, smart usage tips for mixed desktop-and-web teams, and fixes for the most common issues — missing Templates buttons, size limit errors, formatting that doesn't save, and templates that vanish after switching to New Outlook. For teams whose most frequent emails come from meeting outputs, Noota transcribes the call, generates a structured summary with decisions and action items, and lets you drop it straight into an email template before the next meeting starts.
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
- Run your meeting with Noota capturing the conversation.
- Open the auto-generated recap and copy the relevant blocks (decisions, actions, deadlines).
- 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.
FAQ
1. What's the difference between OFT templates and My Templates in Outlook?
OFT files are classic desktop templates — they support rich formatting, images, attachments, and pre-staged To, Cc, and Subject fields. You save them via File → Save As → Outlook Template and access them through Home → New Items → More Items → Choose Form. My Templates is the newer system in New Outlook and Outlook on the web — it's text-only with a 32 KB total storage cap across all templates, but it syncs to your mailbox so it works on any device where you're signed in. Use OFT for branded, visually formatted emails; use My Templates for quick text snippets you insert in two clicks.
2. How do you edit an existing Outlook email template?
The process depends on which system you're using. For OFT files, go to Home → New Items → More Items → Choose Form, open the template, make your edits, then save it back via File → Save As → Outlook Template with the same filename to overwrite the old version. For My Templates, open a compose window, go to the three-dot menu → My Templates, find the template, click the Edit icon, update the content, and save. Important: editing an email you sent or drafted does not update the template — you have to explicitly save back to the template through one of these paths.
3. Why is the My Templates button missing in Outlook?
Three things cause this. The add-in isn't installed — open a compose window, click the three-dot More apps menu, search for My Templates, and install it. Your organization has disabled the add-in — ask IT to enable My Templates in the Exchange Admin Center under Organization → Add-ins. Or you're on classic desktop Outlook and need to add View Templates to your ribbon via File → Options → Customize Ribbon → All Commands. If none of those work and the pane opens but never loads, an add-in health issue is likely — IT toggling the add-in off and back on in the admin center usually resolves it.
4. Can Outlook templates include images, formatting, and attachments?
Only OFT templates support this. My Templates in New Outlook and Outlook on the web is strictly plain text — images, logos, rich formatting, and attachments don't carry over. If you need branded emails with visual elements, create an OFT file in the classic desktop app via File → Save As → Outlook Template, and access it through Choose Form. For teams migrating to New Outlook, keep key branded OFT templates in a shared folder and drag-drop them onto the reading pane when needed — New Outlook will open them as new drafts.
5. Is there a tool that generates Outlook email drafts automatically from meeting notes?
Noota does this. It records and transcribes meetings in 50+ languages, generates a structured summary with decisions, action items, and owners, and lets you drop that output directly into an email. You define a custom summary template so every meeting produces the same consistent format — follow-ups, recaps, interview feedback — and the draft is ready to send before your next meeting starts. It integrates with Salesforce, HubSpot, Slack, and 80+ other tools.
