How to share Outlook email template with other users and teams

This guide provides a step-by-step walkthrough for creating and sharing email templates across your team in Outlook 365, 2016, and newer versions, including the new app and web versions. This ensures consistent, professional communication.

While Outlook doesn't directly support template sharing, workarounds exist. Let's explore them:

Sharing .oft Files (Classic Outlook)

For classic desktop applications (Outlook 365, 2024, 2021, 2019, and older), sharing involves .oft files:

1. Establish a Shared Folder: Create a shared folder on OneDrive (for personal use or small teams) or SharePoint (for larger organizations). Ensure your team has the necessary access permissions (view or edit). Sync this folder to your computer.

2. Compose and Save: Create your email message in Outlook, customizing the content and formatting. Save it as an Outlook Template (*.oft) directly into the shared folder.

Your team can now access this template.

3. Accessing Shared Templates: Team members must sync the shared folder to their PCs. In Outlook, go to Home > New Items > Other Items > Choose Form. Select User Templates in File System, browse to the shared folder, choose the template, and click Open.

Sharing in New Outlook and Web App

Direct sharing isn't possible in the new Outlook or web app. The My Templates add-in stores templates in your cloud mailbox, not a shared location. You can only copy and paste template content, which is less efficient.

A Better Solution: Shared Email Templates Add-on

For seamless sharing across all Outlook versions (Windows, macOS, desktop, web, new app), consider the Shared Email Templates add-on:

1. Team Setup: Your admin creates a team within the Shared Email Templates web app.

2. User Permissions: The admin adds users and assigns permissions (User for access only, Editor for creation and editing).

3. Template Creation: Team members with Editor permissions can create new templates or convert existing Outlook emails into shared templates within the add-on.

4. Inserting Templates: To use a template, simply double-click it or use the Paste button within the add-on. The content is instantly inserted into your Outlook email.

This add-on simplifies sharing and allows for company-wide template creation and management. Download the free version from Microsoft AppSource.

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