How to Open an Outlook Template: A Deep Dive

So, you’ve got yourself an Outlook template, ready to streamline your email workflow. But where do you even begin? Fear not, dear reader! Opening an Outlook template is a breeze once you know the secret handshake. Let’s unlock that secret, shall we? The method varies slightly depending on whether you’re dealing with a .oft file (Outlook Template File) or a .msg file saved as a template. For an .oft file, the quickest route is to simply double-click it. This will open a new email window populated with the template’s content. For a .msg file, you’ll need to navigate to the file location, right-click, select “Open With,” and then choose Outlook.

Opening Your Outlook Template: The Nitty-Gritty

The above is a broad overview, but let’s delve into the specifics, ensuring no stone is left unturned. Remember, efficiency in email communication starts with understanding these seemingly small details.

Method 1: Opening an .oft (Outlook Template File)

This is the most common scenario and generally the easiest.

1. Locate the .oft file: First, you need to know where you saved the template. It could be on your desktop, in your Documents folder, or somewhere else entirely. Use File Explorer (Windows) or Finder (Mac) to track it down.
2. Double-Click to Open: Once you’ve found it, simply double-click the .oft file. This will automatically launch Outlook and open a new email message pre-populated with the content, formatting, and even attachments you saved in the template.
3. Edit and Send: You can now customize the email further by adding recipients, modifying the subject line (if necessary), and making any final adjustments before sending.

Pro Tip: If double-clicking doesn’t work, try right-clicking the file, selecting “Open With,” and then choosing Outlook. This forces the operating system to use Outlook to open the file.

Method 2: Opening a .msg File Saved as a Template

Sometimes, users inadvertently save an email as a .msg file instead of a proper .oft template. While not ideal, it’s still usable as a template.

1. Find the .msg File: Just like with .oft files, you need to locate the file on your computer. Use File Explorer or Finder to find the saved .msg file.
2. Right-Click and Select “Open With”: Right-click on the .msg file. This brings up a context menu. From this menu, choose the “Open With” option.
3. Choose Outlook: A list of programs will appear. Select Outlook from the list. If Outlook isn’t listed, you might need to click “Choose another app” and navigate to the Outlook executable file (usually found in C:Program FilesMicrosoft OfficeOffice[Version Number]).
4. Edit and Send: Similar to the .oft file method, Outlook will open a new email message with the saved content. You can then edit and send as needed.

Important Note: Saving a .msg file as a template isn’t the best practice because it lacks some of the features built into proper .oft templates. However, it’s a viable workaround if you find yourself in this situation.

Method 3: Opening Templates from Within Outlook (Quick Steps)

Outlook also provides a built-in mechanism for creating and using templates, bypassing the need to hunt down files. This is often the preferred method for creating templates.

1. Create a New Email: Start by creating a new email message in Outlook.
2. Design Your Template: Compose the email as you want your template to appear, including the subject, body text, attachments, and formatting.
3. Save as Template: Go to File > Save As. In the “Save as type” dropdown menu, select “Outlook Template (*.oft)”.
4. Name and Save: Choose a descriptive name for your template and save it to a location you’ll remember.
5. Use the Template: To use the template, go to New Items > More Items > Choose Form. In the “Look In” dropdown, select “User Templates in File System.” Select your template and click “Open”. A new email will appear with your template.

Troubleshooting Tip: If you can’t find “User Templates in File System”, ensure the correct folder is selected. This folder is where Outlook stores its templates. You can find its location within Outlook’s Options.

Why Use Outlook Templates?

Before we move on to the FAQs, let’s quickly highlight the benefits of using Outlook templates:

• Time-Saving: No more retyping the same email over and over.
• Consistency: Ensure consistent branding and messaging across your communications.
• Efficiency: Streamline your workflow and respond to common inquiries faster.
• Reduced Errors: Minimize the risk of typos and omissions.
• Professionalism: Project a polished and professional image.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions about opening and using Outlook templates, designed to cover all the bases and address any lingering questions.

FAQ 1: Where are Outlook templates stored by default?

The default location for user templates in Outlook varies depending on your operating system and Outlook version. Generally, on Windows, it’s located in: %appdata%MicrosoftTemplates. You can paste this directly into File Explorer’s address bar to quickly access the folder.

FAQ 2: Can I share Outlook templates with other users?

Absolutely! You can share the .oft files with other users via email, network drives, or any other file-sharing method. They can then open the template using the methods described above.

FAQ 3: How do I create an Outlook template?

Create a new email, compose the content, and then go to File > Save As. Select “Outlook Template (*.oft)” as the file type. Name the template and save it. You can then access it via New Items > More Items > Choose Form.

FAQ 4: Why won’t my .oft file open when I double-click it?

This could be due to a file association issue. Right-click the .oft file, select “Open With,” and choose Outlook. If Outlook isn’t listed, browse to the Outlook executable file. You can also check the box that says “Always use this app to open .oft files”.

FAQ 5: Can I use Outlook templates on Outlook Web App (OWA)?

Unfortunately, Outlook Web App (OWA) doesn’t natively support .oft files. You’ll need to use the desktop version of Outlook to use templates created as .oft files. There are workarounds involving Quick Parts or saving emails as drafts, but they’re not direct substitutes for .oft templates.

FAQ 6: How do I edit an existing Outlook template?

The easiest way to edit a template is to open it (as described above), make your changes, and then save it again using the same file name. This will overwrite the existing template.

FAQ 7: Can I use images and formatting in my Outlook templates?

Yes! Outlook templates support rich text formatting, images, and even attachments. Everything you include in the email when you save it as a template will be preserved.

FAQ 8: How do I organize my Outlook templates?

You can create subfolders within the default templates folder (%appdata%MicrosoftTemplates) to organize your templates by category or purpose. This makes it easier to find the template you need.

FAQ 9: Can I password-protect an Outlook template?

No, Outlook doesn’t offer a built-in feature to password-protect individual templates. You would need to rely on operating system-level security features to protect the folder containing the templates.

FAQ 10: What’s the difference between an Outlook template (.oft) and a .msg file?

An .oft file is specifically designed as a template, making it ideal for creating reusable email content. A .msg file is a saved email message, which can be used as a makeshift template but lacks some of the dedicated features of .oft files.

FAQ 11: I can’t find the “User Templates in File System” option in the “Choose Form” dialog. What do I do?

Ensure that you’re looking in the correct “Look In” dropdown menu. If it’s still missing, try restarting Outlook or even your computer. Sometimes, the system needs a refresh to properly recognize the templates folder.

FAQ 12: Is there a limit to the number of Outlook templates I can create?

There’s no hard limit to the number of templates you can create. However, having an excessive number of templates might make it harder to manage and find the specific template you need. Organization is key!

By mastering the art of opening and using Outlook templates, you’re well on your way to becoming an email efficiency guru. Go forth and conquer your inbox!