How to Create and Use Email Templates in Outlook With OFT Files

You need to send the same type of email repeatedly, but retyping it is inefficient. Outlook’s built-in Quick Parts feature is useful, but it stores templates within a single mailbox. The OFT file format provides a more portable and reusable solution for email templates. This article explains how to create, save, and use Outlook Template files to standardize your frequent messages.

What Are Outlook OFT Template Files?

An Outlook Template file, saved with the .OFT extension, is a standalone file containing a pre-formatted email. Unlike Quick Parts or signatures, an OFT file is not tied to your Outlook profile or mailbox. You can save it anywhere on your computer, share it with colleagues, or back it up independently. When you open an OFT file, Outlook creates a new email message window with all the saved content, subject line, and recipients already filled in. You can then edit the message before sending it.

This method is ideal for standardized communications like weekly reports, project status updates, or client onboarding messages. The template preserves fonts, colors, images, and HTML formatting. You must have Outlook installed on your computer to open and use OFT files. The template does not automatically update if you change the original file; each use creates a fresh copy from the saved OFT.

Steps to Create and Save an OFT Template

Begin by creating the email you want to use as your standard template. Compose a new message and add all the static content you want to reuse every time.

1. Compose the base email
   Open a new email window in Outlook. Fill in the Subject line. Add any default recipients in the To, Cc, or Bcc fields. Write the body text, insert images, and apply your desired formatting. Use placeholders like [Client Name] or [Project Date] for information you will change each time.
2. Save the message as a template
   Click File in the top-left corner of the message window. Select Save As from the menu. In the Save As dialog box, navigate to the folder where you want to store the template. In the “Save as type” dropdown list, select Outlook Template. The file extension will automatically change to .OFT. Enter a descriptive name for your template and click Save.
3. Locate your default template folder
   Outlook typically saves OFT files to a default Templates folder on your system. The exact path is C:\Users\[YourUsername]\Documents\Custom Office Templates. Knowing this location helps you find, copy, or move your template files later.

How to Open and Use a Saved OFT Template

You cannot open an OFT file by double-clicking it from a folder in Windows 11 or Windows 10. You must start the process from within the Outlook application itself. Use one of the following methods.

Method 1: Use the New Items Menu

1. Start a new item from the Home tab
   In the main Outlook window, go to the Home tab. Click the New Items button in the New group. Do not select Email. Instead, hover over More Items at the bottom of the menu and select Choose Form.
2. Browse to your template file
   In the Choose Form dialog box, click the Look In dropdown menu. Select User Templates in File System. The dialog will display the contents of your default Templates folder. Select your saved OFT file and click Open. A new email window will appear with your template content loaded and ready to edit.

Method 2: Use the Developer Tab (Quick Access)

For faster access, enable the Developer tab on the Outlook ribbon. Go to File > Options > Customize Ribbon. On the right side under Main Tabs, check the box for Developer and click OK. Once enabled, you can click the Developer tab and select Choose Form to open the template selection dialog directly.

Common Mistakes and Limitations to Avoid

Working with OFT files is simple, but a few specific errors can cause frustration.

Double-Clicking the OFT File Does Nothing

Windows may not recognize the .OFT file type. The correct way to use a template is always from within Outlook via File > Open > Outlook Data File is not the right path. Use the New Items > More Items > Choose Form method described above. Ensure you are selecting User Templates in File System in the Look In field.

Template Loses Images or Formatting

If your template uses images hosted online, they may not appear if you are offline. For guaranteed display, insert pictures directly into the email body before saving as a template. Complex HTML from copied web content may not render correctly. For best results, create the template using Outlook’s formatting tools.

Cannot Edit the Original Template File

An OFT file is not meant to be edited directly after creation. To modify a template, you should open it in Outlook using the Choose Form method, make your changes to the email, and then use File > Save As to save a new OFT file with an updated name or overwrite the old one.

OFT Templates vs. Other Outlook Template Methods

Item	OFT File Template	Quick Parts (Quick Steps)
Storage Location	Standalone file on PC or network drive	Stored within user’s Outlook mailbox data file
Portability	Easy to share, copy, and back up as a separate file	Not portable; tied to the specific Outlook profile
Access Method	New Items > More Items > Choose Form	Insert tab > Quick Parts gallery in email body
Best For	Standardized, formal, or department-wide emails	Quick snippets of text or formatting reused often
Content Scope	Full email with subject, recipients, and body	Usually just a block of text or a specific layout

You can now create professional, reusable email templates as OFT files. Save time on routine messages by launching a template from the New Items menu. For even faster access, pin your template folder to Windows File Explorer. Try combining templates with Outlook rules to partially automate email creation for specific senders or subjects.