Using an Email Template in your Outlook Client

Overview

This article provides instructions on how to use .oft (Outlook Template) files and HTML email templates in Microsoft Outlook. It covers the steps to create, import, and save these templates, as well as suggestions for storing them in cloud storage or shared locations for easy access and sharing.

Target Audience

Everyone

Instructions

How to Insert a Template in .oft Format in Outlook

Using .oft Files in Outlook Using the Menu System

1. Open Outlook.
2. Create a new email.
3. Insert the .oft file:
   • Click on File > Open > Outlook Data File.
   • Navigate to the location of your .oft file and open it.
   • This will open a new email based on the template.

Using .oft Templates Using the Default Email Client

1. Locate the .oft File

   • Navigate to the folder where your .oft template file is saved.

2. Open the .oft File

   • Double-click the .oft file. If Outlook is set as your default email client, it will automatically open the template in a new email window.
   • If the template does not open in Outlook, it may not be set as your default email client.

3. Set Outlook as Default Email Client

   • Windows:
     1. Open the Settings app.
     2. Go to Apps > Default apps.
     3. Under Email, select Outlook.

4. Contact Service Desk

   • If you need assistance setting Outlook as your default email client, please reach out to the Service Desk for support.

Adding an HTML File into a Blank Email and Saving as .oft File

Inserting HTML content directly into Outlook emails isn’t automatically enabled in newer versions of Outlook. These instructions will guide you on how to re-enable this feature and use it effectively.

Step-by-Step Instructions

1. Enable the “Insert as Text” Option

   • Open Outlook and start a new email.
   • Go to File > Options.
   • In the Outlook Options window, select Customize Ribbon.
   • On the right side, select the tab where you want to add the “Attach File” command.
   • Click New Group to create a custom group if needed.
     • You can Rename it by selecting it, then by clicking Rename...
     • Type the new name and choose an Icon if you wish.
     • Click OK
   • On the left side, in the Choose commands from dropdown, select All Commands.
   • Scroll down to find Attach File. 
     • Select"Attached File" and not "Attached File... >"
   • Click Add to move it to the selected group on the right.
   • Click OK to save your changes.

2. Insert HTML Content

   • Create a New Email: Open Outlook and click on New Email to start composing a new message.
   • Attach the HTML File: Click on the Attach File button in the ribbon, in the location you just added in the previous step. Navigate to the location of your HTML file
   • Select it
   • Click the down arrow next to the Insert button.
   • Choose “Insert as Text”: Select Insert as Text. This will embed the HTML content directly into the body of your email.

Additional Tips

• Check Default Email Client: Ensure Outlook is set as your default email client to avoid any issues with opening .oft files or HTML content.
• Contact Service Desk: If you need assistance setting up or troubleshooting this feature, please reach out to the Service Desk for support.

Save the email as a template

• Click on File.
• Select Save As.
• In the “Save as type” dropdown, choose Outlook Template (*.oft).
• Give your template a name and click Save. (

Saving Templates to Cloud Storage or Shared Locations

To ensure your templates are not lost and can be shared with others, you can save them to a cloud storage service like OneDrive, or to shared locations such as Teams or SharePoint.

1. OneDrive:

   • Save your .oft files to a folder in OneDrive.
   • Share the folder with your colleagues by right-clicking the folder and selecting Share.
   • Provide the necessary permissions (view or edit) and send the link to your colleagues.

2. Teams or SharePoint:

   • Save your .oft files to a shared Teams or SharePoint location 
   • Share the folder or file with your team with currently assigned permissions
     • Or by setting the appropriate permissions after the file is saved.
   • Provide the link to your colleagues for easy access.

By following these steps, you can efficiently create, use, and share email templates in Outlook.