How to add template phrases Outlook e-mails with a click

Template Phrases for Microsoft® Outlook® - online help

Template Phrases for Microsoft® Outlook®

For Microsoft Outlook 2007, 2003, XP (2002), 2000.

• Installation
• How to create a new template
• How to paste a template into the Outlook message
• How to work with macros
• How to create and use shared templates
  • To create shared templates
  • To use shared templates


• How to find needed template(s)
• How to manage your templates
  • Hide / show the template pane
  • Move the pane to the right or left of the Message window
  • Edit templates / folder names
  • Remove templates / folders
  • Change the position of templates / folders
  • Import or Export templates

Back to Template Phrases overview

Installation

• Close all Microsoft Outlook windows.
• Run the setup file and follow the instructions if the setup wizard.
• Open Microsoft Outlook

Now the add-in's pane is built in the Outlook message window (click to enlarge).

On top of the Template Phrases pane there is its toolbar with all buttons.

How to create a new template

Select the desired text fragment in the e-mail message body and click in the New Template icon on the Template Phrases toolbar. The dialog for creating a new template will show up.

By default, the first line of text becomes the Template Name. You can edit the Template Name and give the template any name you like.

Template Hotkey

You can assign a keyboard shortcut to a given template and have it inserted into the message by pressing a hotkey. This is a very useful option for your most frequently used templates.

To assign a shortcut to a template, use the shortcuts dropdown list to the right of the Insert Macro button. 10 shortcuts are available from Ctrl+Shift+0 to Ctrl+Shift+9.

In the template tree, the templates assigned with shortcuts are marked with numbers from 1 to 10.

Click OK and you will see a new template in your template tree.

To create a new folder in the template tree, click on the New folder icon .

How to paste a template into the Outlook message

To insert a template in the e-mail message, double-click on its name, or select a template in the template tree and click the Paste icon on the Template Phrases toolbar.

The text of the selected template is shown in the Preview window at the bottom of the add-ins pane.

The 8 most recently used templates are available by clicking on the History icon on the add-in toolbar.

How to work with template macros

You can also edit the name of the template if you need. By clicking on the Insert Macro button, you can insert the following macros in the template text:

• ~%ATTACHFILE= - Attach a file to a message.
• ~%ATTACHMENTS - Insert a list of attachments in to a body message.
• ~%SELECTED - Insert the selected text.
• ~%SUBJECT - Insert the content of the Subject field.
• ~%BCC - Insert the address(es) from the BCC field.
• ~%CC - Insert the address(es) from the CC field.
• ~%TO - Insert the address(es) from the TO field.
• ~%CLIPBOARD - Insert the clipboard content.
• ~%DATE - Insert the current date.
• ~%TIME - Insert the current time.
• ~%FILLTO= - Inserts info into the TO field (e.g. ~%FILLTO=support@ablebits.com).
• ~%FILLCC= - Inserts info into the CC field.
• ~%FILLBCC= - Inserts info into the BCC field.
• ~%FILLSUBJECT= - Inserts info into the Subject field (e.g. ~%FILLSUBJECT=Sample Subject).
• ~%REQUEST_DELIVERY_RECEIPT - Request delivery receipt.
• ~%REQUEST_READ_RECEIPT - Request read receipt.
• ~%SET_HIGH_IMPORTANCE - Set message importance: High.
• ~%SET_LOW_IMPORTANCE - Set message importance: Low.
• ~%WHAT_TO_ENTER[field label] - Prompt the user to enter a custom value every time the template is inserted into the message.

How to create and use shared templates

To create shared templates

• Create the templates you want to share and place them all into one folder of the Templates tree.
• On the Templates tab, right click on the created folder and select Export the folder to xml file.
• Save the xml file to a network share, or to any other location accessibly by all users who need to use the shared templates.

To use shared templates

• Click the Options button on the Template Phrases toolbar.
• Check Load shared templates from checkbox and click the Browse icon to select the shared templates folder.
• Click OK and find Shared templates folder at the end of your template tree.

How to find needed template(s)

1. In the Template Phrases pane, switch to the Search tab.
2. Type the keyword(s) that appear either in the title or body of the needed template. As you type, all matching templates show up in the Template Phrases pane.
3. To insert the needed template into the message, double click it.
4. To edit the template, right click on it and click Back to templates tree. You will be taken back to the Templates tab and have the needed template highlighted. Click the Edit button on the Template Phrases toolbar to edit the template.

How to manage your templates

How to hide / show the template pane

To hide the Template Phrases pane, click on tiny arrows in the center of the vertical line, that separates the add-in's pane and the message body. The add-in will shrink to a thin vertical strip in the right part of the message window.

To show the Template Phrases pane, click on the thin vertical strip in the right part of the message window.

How to move the pane to the right or left of the Message window.

Using the following icons and on the Template Phrases toolbar, you can move the Template Phrases pane to the right or left of the Message window.

How to edit templates / folder names

Select a template or a folder and press F2 or the Edit icon on the Template Phrases toolbar.

How to remove templates / folders

Select a template or a folder and press Shift-Del or the Delete icon on the Template Phrases toolbar.

How to change the position of templates / folders

Drag a template or a folder and drop it to where you want it to be.

How to Export / Import templates

To export the template collection to the .xml file, click the Export icon .

To import templates from the file, click on the Import icon .