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Tired of writing the same emails over and over again? Say hello to your new best friend: the OFT file. For marketers and business owners juggling constant outreach and internal updates, these under-the-radar Outlook templates can transform your workflow — saving time, ensuring consistency, and keeping your brand reputation solid with every send.
Whether you've heard of this type of email file before or not, we're covering all the basics and all the good stuff.
Here’s everything you need to know to harness the power of OFT files — and use them like a pro.
What Is an OFT File and Why Is It Important?
An OFT file, short for Outlook File Template, is a pre-designed email format used in Microsoft Outlook. Think of it as a ready-to-go email you can pull off the shelf anytime — complete with layout, text, images, and even brand styling.
It’s not just a draft sitting in your inbox. It’s a reusable, editable template that gives you a running start for any email task that comes up again and again.
Why Marketers Love OFT Files
Many marketers have a strong love-hate relationship with Microsoft Outlook. But it is still one of the most widely used email clients in the world. So if you're one of them, you're going to want to get to know OFT files. Essentially, they're an efficiency lifesaver:
They save them time on recurring campaigns like weekly newsletters or product announcements.
They help them stay on brand with colors, fonts, and tone stay intact, no matter who’s hitting send.
They can use them anywhere from welcome emails, webinar invites, event reminders, internal updates, partnership outreach... you name it.
How OFT Files Work in Microsoft Outlook
Where They Live and How They Function
You can create an OFT file directly from a new message in Outlook and save it using the .oft extension. It’s typically stored on your computer or network drive — and accessed by opening Outlook, navigating to "Open" > "Outlook Template".
Unlike drafts (which are tied to a specific message thread) or signatures (which are just snippets), OFT files are full-fledged templates designed for repeated use.
Limitations and Watch-Outs
Before you commit your whole team to OFT:
- They only work on Windows — Mac users, unfortunately, are out of luck.
- Compatibility can vary across different Outlook versions.
- They aren’t collaborative — no real-time editing like Google Docs or cloud-based tools.
How to Create an OFT File (Step-by-Step)
Start With a New Email in Outlook
Begin with a blank email and design it like it’s the real deal. Add your logo, headers, call-to-action buttons, and brand-approved copy. Use your color palette and keep tone consistent.
Pro tip: This is a good time to get your design team involved — or call in a branding expert like Assemble Studio.
Save as OFT
Once it looks perfect, go to File > Save As and select “Outlook Template (*.oft)” from the dropdown. Give it a clear name like “Webinar_Invite_Template.oft” and store it where your team can access it.
Use and Reuse the Template
To send a new message using the template, simply open the OFT file. Update the name, subject line, or date — whatever details need tweaking — and hit send. Done.
Smart Use Cases for OFT Files in Campaigns
Examples of Templates That Save Time
OFT files shine brightest in repeatable scenarios like:
- Welcome emails for new clients or employees
- Webinar and event invitations
- Monthly newsletters or product updates
- Internal team announcements
- Partnership or vendor outreach
Scaling Brand Voice With Templates
When your team shares OFT templates, you’re not just saving time — you’re ensuring tone and branding stay aligned across departments. Sales, marketing, even HR can communicate with a unified voice.
OFT Files vs. Other Email Template Tools
OFT Files vs. HTML Email Builders
So where do OFT files fit in the world of Mailchimp, HubSpot, or custom HTML?
Choose OFT if you work heavily in Outlook, send mostly internal or one-to-one emails, and want speed and simplicity.
Choose HTML tools when you need tracking, segmentation, responsive design, or large-scale external campaigns.
How to Decide What’s Right for Your Team
Here’s a quick cheat sheet to help you compare Outlook emails to HTML marketing emails to help you decide which may be best for you:
Want a far more in-depth breakdown of these two email options? Check out this blog on OFT File vs. HTML Email: Key Differences Developers Need to Know.
Need More Than Just Templates?
How Assemble Helps Marketers Scale Email Production
OFT files are a great starting point — but if your email game needs more polish, scale, or brand strategy, Assemble Studio is here to help. We specialize in:
- Custom email template design
- Brand-consistent email development
- Seamless integration with your tools
Let us help you build scalable email campaigns that convert. Contact us to learn more.