How do I copy an email template in Outlook?

To copy an email template in Outlook, you can either duplicate the template file itself within your file system or create a new template based on the content of an existing one directly within Outlook. The method you choose depends on whether you need to duplicate the .oft file or simply want to use an existing template's structure to build a new one.

How Do I Copy an Email Template in Outlook?

Effectively copying an email template in Outlook involves understanding where these templates are stored and how to manipulate them. Whether you're aiming to duplicate an existing template for minor edits or create a backup, the process is straightforward.

Method 1: Copying Outlook Template Files (.oft)

Outlook email templates are typically saved as .oft files on your computer. If you want to create an exact duplicate, move a template, or share it, you'll need to work with these files directly.

Understanding Outlook Template (.oft) Files

An .oft file is a special message format that stores the content, formatting, subject, and even recipient information of an email. When you save an email as an Outlook Template, it gets stored in a designated folder on your computer.

Steps to Copy Template Files

1. Locate Your Templates Folder:
   The default location for Outlook templates varies slightly by Outlook version and operating system, but it's often found in:

   • C:\Users\[your username]\AppData\Roaming\Microsoft\Templates
   • You can quickly access this by typing %appdata%\Microsoft\Templates into the Windows Run dialog (press Win + R) and hitting Enter.

2. Select and Copy Templates:

   • Once you've navigated to the folder containing your stored templates, you can select the specific .oft file(s) you wish to copy.
   • To select all templates in the folder, press CTRL+A.
   • To copy the selected templates, press CTRL+C.

3. Paste Templates to a New Location:

   • Navigate to the desired destination folder. This could be the same templates folder if you simply want to create a duplicate in the same location (which Windows will name "Copy of [Original Template Name]"), a different folder on your computer, or even a network drive for sharing.
   • Once the destination folder is open, press CTRL+V to paste your templates.

   This method is ideal for:

   • Creating backups of your templates.
   • Sharing templates with colleagues by copying them to a shared drive or sending the file.
   • Making a duplicate that you intend to rename and modify extensively, keeping the original intact.

Method 2: Creating a New Template from an Existing One (Functional Copy)

This method is useful when you want to use an existing template as a starting point for a new one, perhaps with minor modifications, without directly manipulating the .oft files in your file system.

1. Open the Existing Template:

   • In Outlook, go to the Home tab, click New Items > More Items > Choose Form.
   • In the "Choose Form" dialog box, select User Templates in File System from the "Look In" dropdown menu.
   • Select the template you wish to copy from the list and click Open. A new email message window will open, pre-populated with your template's content.

2. Make Desired Changes (Optional):

   • At this stage, you can modify the subject line, body text, recipients, or any other element of the email. These changes will be saved in your new template, leaving the original template untouched.

3. Save as a New Template:

   • Once you're satisfied with the changes (or if you made none and simply want an exact copy under a new name), go to File > Save As.
   • In the "Save As" dialog box, change the "Save as type" to Outlook Template (*.oft).
   • Navigate to your default templates folder (usually the one Outlook automatically suggests).
   • Enter a new file name for your template.
   • Click Save.

   This method is excellent for:

   • Quickly creating variations of a standard email.
   • Ensuring the new template is immediately accessible within Outlook's "Choose Form" menu.
   • Avoiding direct interaction with the file system for users who prefer working solely within Outlook.

Summary of Copying Methods

Feature	Method 1: Copying .oft Files (File System)	Method 2: Creating from Existing (Outlook UI)
Purpose	Duplicate files, backup, share templates.	Create new template based on an existing one, easy modifications.
Access Point	Windows File Explorer (e.g., %appdata%\Microsoft\Templates)	Outlook application (New Items > More Items > Choose Form)
Steps Involved	Navigate to folder, CTRL+A (optional), CTRL+C, navigate, CTRL+V.	Open template, modify (optional), File > Save As (.oft), new name.
Best For	File management, external sharing, bulk duplication.	Customizing templates, creating variations, saving new template content.

By utilizing these methods, you can efficiently manage and replicate your Outlook email templates to streamline your communication workflow.