You use Outlook Form Template (OFT) files to send standardized emails, invoices, or memos. In classic Outlook, OFT templates work without issue. In the new Outlook for Windows, OFT support is significantly limited. This article explains the exact differences between how new Outlook and classic Outlook handle OFT files, the restrictions you will encounter, and practical workarounds to keep your template workflow running.
Key Takeaways: OFT Templates in New Outlook vs Classic Outlook
- New Outlook cannot open or create OFT files: The feature is completely removed in the new Outlook for Windows.
- Classic Outlook fully supports OFT creation and use: You can create, edit, and send OFT templates in classic Outlook without restrictions.
- Use Quick Parts or saved drafts as workarounds: Reusable content blocks or prewritten draft emails replace OFT functionality in new Outlook.
Why OFT Templates Work Differently in New Outlook
OFT files are custom message templates saved with the .oft extension. Classic Outlook stores these templates in a local folder. When you double-click an OFT file, classic Outlook creates a new email pre-filled with the template content. You can edit the message and send it.
New Outlook for Windows is a web-based application. It does not access the local file system in the same way classic Outlook does. Microsoft designed new Outlook to work with cloud-based storage and Microsoft 365 services. Because OFT files rely on local file access and classic Outlook’s form engine, new Outlook does not support them at all.
The absence of OFT support in new Outlook is by design. Microsoft recommends using alternative features such as Quick Parts, saved drafts, or templates in Word. These workarounds do not replicate the exact OFT experience, but they allow you to reuse email content.
Steps to Work with OFT Templates in Classic Outlook
If you use classic Outlook, you can create and use OFT templates normally. Follow these steps to create a new OFT template.
- Create a new email message
Open classic Outlook. Press Ctrl+Shift+M to create a new message. Compose the email content, subject line, and formatting you want to save as a template. - Save the message as an OFT file
In the message window, click File > Save As. In the Save As dialog, change the Save as type dropdown to Outlook Template (oft). Choose a folder location and enter a file name. Click Save. - Use the OFT template
Open File Explorer and navigate to the folder where you saved the OFT file. Double-click the file. A new message window opens with the template content. Edit as needed and click Send.
Where Classic Outlook Stores OFT Templates by Default
When you use File > Save As with the OFT type, the default folder is usually C:\Users\YourUsername\AppData\Roaming\Microsoft\Templates. You can change this location during the save process. For easier access, save OFT files to a folder on your desktop or a shared network drive.
Workarounds for OFT Templates in New Outlook
New Outlook does not support OFT files at all. You cannot open, create, or send OFT templates. Use one of these workarounds instead.
Use Quick Parts for Reusable Content
Quick Parts store reusable text blocks in new Outlook. This feature works inside the email composition window. It does not save the entire email layout or subject line, only the body content.
- Create a Quick Part
Open new Outlook and create a new email. Type the text you want to reuse. Select the text. Right-click and choose Quick Parts > Save Selection to Quick Part Gallery. Give the entry a name and click OK. - Insert a Quick Part
In a new email, place the cursor where you want the content. Click Insert > Quick Parts. Select the saved entry. The text appears in the message body.
Use Saved Drafts as Templates
You can save a complete email as a draft and copy it each time you need it. This method preserves the subject line, body formatting, and attachments.
- Create the draft
In new Outlook, compose the email exactly as you want it. Fill in the subject line and body. Do not add the recipient yet. Click File > Save or press Ctrl+S. The email saves to the Drafts folder. - Copy the draft for each use
Go to the Drafts folder. Right-click the draft email and choose Copy. A new draft appears in the Drafts folder. Open it, add the recipient, edit if needed, and send.
Use Word Templates with Mail Merge
For bulk personalized emails, use Word Mail Merge with Outlook. This method requires a data source such as an Excel spreadsheet.
- Set up the Word template
Open Word. Go to Mailings > Start Mail Merge > E-mail Messages. Create the email content and insert merge fields for personalized data. - Connect to the data source
Click Select Recipients > Use an Existing List. Choose your Excel or CSV file. Map the fields. - Finish the merge
Click Finish & Merge > Send E-mail Messages. Set the Subject line and choose All or a range of records. Word sends the emails through new Outlook.
Common Limitations and Issues with OFT Workarounds
Quick Parts Do Not Save the Subject Line or Attachments
Quick Parts only store selected body text. You must manually type the subject line and attach files each time. This limitation makes Quick Parts unsuitable for full email templates that include a fixed subject or attachments.
Draft Copying Can Lead to Accidental Sending
When you copy a draft, the copy contains all original content. If you forget to change the subject or body, you might send outdated information. Always review the draft before sending. Also, the Drafts folder can become cluttered with multiple copies.
Word Mail Merge Requires a Data Source
Mail merge is designed for bulk emailing. It is not a direct replacement for a single-use OFT template. You must maintain a data source file and map fields correctly. Errors in the data source can cause merge failures or incorrect personalization.
New Outlook Does Not Support Custom Forms
Classic Outlook allows you to create custom forms with fields, buttons, and code behind them. OFT templates can include custom form definitions. New Outlook does not support custom forms at all. If your OFT template uses a custom form, you cannot migrate it to new Outlook. You must redesign the workflow using Power Apps or Microsoft Forms.
| Item | Classic Outlook | New Outlook |
|---|---|---|
| OFT file support | Full support for create, open, and send | No support |
| Quick Parts | Available | Available as a workaround for body text only |
| Saved drafts as templates | Possible but not native | Possible as a manual workaround |
| Custom forms | Supported in OFT files | Not supported |
| Word Mail Merge | Works with classic Outlook | Works with new Outlook |
| Subject line in template | Saved in OFT file | Not saved in Quick Parts |
If you must keep using OFT templates, stay on classic Outlook. Microsoft plans to support classic Outlook alongside new Outlook for several years. If you need to move to new Outlook, invest time in setting up Quick Parts or draft-based workflows. For advanced template needs, consider Power Automate to generate emails from a data source or a SharePoint list. Test each workaround with a sample email before rolling it out to your team.