If you send the same email again and again, an OFT file saves you real time. An OFT file is an Outlook File Template, a format Microsoft Outlook has used since Outlook 97 to store a reusable email body, subject, recipients and formatting. Once you save an email as an OFT, you open it like a blank reply and just send.
What you will learn
- What an OFT file is and where Outlook stores it
- How to create an OFT file in Outlook step by step
- How to save and reuse an Outlook email template
- How to open, send and edit an OFT file
- OFT vs MSG file: the real difference
- How to modify an existing OFT template
What Is an OFT File in Outlook
OFT stands for Outlook File Template. It is a Microsoft Outlook file type that holds the body of an email, the formatting, the subject line and any preset recipients. The format has shipped with every Outlook version from Outlook 97 to Microsoft 365.
By default, Outlook saves OFT files under %appdata%\Microsoft\Templates on Windows. You can save them anywhere on disk, but that folder is the location Outlook checks first when you click Choose Form.
An OFT file is not a sent email. It is a reusable shell. Think of it like a Word .dotx template, only for Outlook messages.
When You Need an OFT File
- You send the same status update to a team every week.
- You reply to support tickets with a standard intro.
- You onboard new clients with a fixed welcome email.
- You manage a shared mailbox and want consistent replies.
In each of those cases, an OFT template stops you from rewriting the same lines.
How to Create an OFT File in Outlook
This works in Outlook 2010, 2013, 2016, 2019, 2021 and Microsoft 365 on Windows. The screens look almost the same across versions.
Open a New Email
In Outlook, click Home > New Email. A blank message window opens.
Write the Template Content
Type the subject line, add the body, set the signature and apply any formatting you want to keep. Leave the To and Cc blank if you plan to use the template for different recipients.
Open Save As
Click File > Save As inside the new message window. A standard Windows save dialog opens.
Choose Outlook Template
In the Save as type dropdown, select Outlook Template (*.oft). Outlook switches the default folder to the Templates folder under %appdata%\Microsoft\Templates.
Name and Save
Give the file a clear name like weekly-status.oft and click Save. Close the message window without sending. Click No if Outlook asks to save changes, your template is already saved.
I keep one folder of OFT files on OneDrive so the same template is on my laptop and desktop. When I update the .oft, both machines get the new version on the next sync.
How to Save an Email as an Outlook Template
You can also turn any draft into an OFT. Open the email in its own window with a double click, then follow the same File > Save As > Outlook Template (*.oft) path. The current body, subject, attachments and formatting are written into the template.
Attachments above 20 MB will inflate the OFT file and slow Outlook when you open it, so keep heavy attachments out of the template.
How to Open, Use and Send an OFT File
There are two ways to open an Outlook template file.
Method 1: Double Click the OFT
If Outlook is installed and set as the default mail handler, a double click on the .oft launches a new message window with the template content loaded. Add the recipients and click Send.
Method 2: Choose Form Inside Outlook
- In Outlook, click Home > New Items > More Items > Choose Form.
- In the Look In dropdown, pick User Templates in File System.
- Select your OFT file and click Open.
- Fill in the recipients and click Send.
Save the OFT to a network share or SharePoint folder, then pin that folder. Anyone with access can open the same template and stay on brand.
How to Save an OFT File to a Custom Folder
The default Templates folder is hidden in %appdata%, which makes backups harder. To pick your own folder:
- Follow the create OFT steps to step 4.
- Before clicking Save, paste your folder path in the address bar of the Save dialog, for example
D:\Email-Templates. - Click Save.
To open templates from a custom folder, use File > Open & Export > Open Outlook Data File and browse to that path, or double click the .oft in File Explorer.
OFT vs MSG File
Both OFT and MSG are Outlook email files, but they serve different purposes.
| Feature | OFT | MSG |
|---|---|---|
| Purpose | Reusable email template | Saved copy of a single email |
| Sender or recipient stored | Optional, often blank | Yes, exact sender and recipients |
| Opens as | A new message ready to send | A read only saved email |
| Typical use | Bulk replies, onboarding, status | Email backup, evidence, forward |
| Default folder | %appdata%\Microsoft\Templates |
Any folder you pick |
If you want to reuse the content for many sends, save as OFT. If you want to keep an exact record of one email, save as MSG.
How to Edit or Modify an OFT File
An OFT is not edited like a Word document. You open it, change the content, then save again.
- Double click the .oft to open the template as a new message.
- Edit the subject, body, signature or formatting.
- Click File > Save As.
- Pick Outlook Template (*.oft) and overwrite the original file, or save with a new name.
Changes do not affect any past emails sent from the older version of the template. Only future sends use the updated OFT.
People click Save instead of Save As after editing. That writes a draft into the Drafts folder and leaves the OFT on disk untouched. Always use File > Save As with type set to Outlook Template.
Where Outlook Stores OFT Files by Default
Outlook does not show OFT files in any inbox view. They live on disk only. The default Windows paths are:
- Outlook 2010 to Microsoft 365:
%appdata%\Microsoft\Templates - Type or paste the path in File Explorer to open the folder.
You are free to move or copy OFT files to any drive, cloud folder or USB. Outlook can open them from any readable path.
Things to Check Before You Save an OFT
- Subject line is set if every send uses the same subject.
- Signature is included or stripped, based on your preference.
- To and Cc are blank unless the recipients never change.
- Attachments are small and still relevant.
- File name is descriptive, like vendor-followup.oft.
Frequently Asked Questions
What is an OFT file in Outlook?
An OFT file is an Outlook File Template, a Microsoft Outlook format that stores a reusable email body, subject and formatting. You open it to create a new message based on the saved template.
How do I create an OFT file in Outlook 2016 or 2019?
Open a new email, write the content, click File > Save As, pick Outlook Template (*.oft), name the file and click Save. The same steps work in Outlook 2013, 2021 and Microsoft 365.
Where are OFT files saved by default?
Outlook saves OFT files under %appdata%\Microsoft\Templates on Windows. You can choose any other folder during Save As.
Can I send an OFT file like a normal email?
You do not send the OFT itself. You open it, which loads its content into a new message, add recipients and click Send.
How do I edit an OFT file?
Double click the OFT to open it, change the body, subject or formatting, then click File > Save As and overwrite the same template with type Outlook Template (*.oft).
What is the difference between OFT and MSG files?
OFT is a reusable email template you open to start a new message. MSG is the saved copy of a single email with its exact sender and recipients, used as a record or backup.
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