Attach files from OneDrive via a dropdown

With Shared Email Templates for Microsoft Outlook

With Shared Email Templates, you can easily automate adding attachments to your email messages by using either the Message attachments feature or the Attach macro. The How to attach files to templates help page will guide you through the specifics of attaching files from OneDrive, SharePoint, and URLs. You'll also find step-by-step instructions on how to attach all files from a OneDrive or SharePoint folder there.

But what if you want to choose from several preselected files via a dropdown list? In this case, you'll need a solution involving a dataset and two macros: Attach and WhatToEnter. See the steps below.

How to create email templates with attachment selection from dropdown

How to create email templates with attachment selection from dropdown

By watching this video, you'll learn how to add attachments to your Outlook emails using a dropdown list.

Run time: 02:43

How to create a dropdown list for selecting an attachment

Let's say you'd like to choose from several price lists that you have on your OneDrive, and you want to see a dropdown list with them all when inserting your template into an email message so that you can select the one you need.

  1. Start creating a simple dataset.
  2. Into the first column, enter the names of product categories. They will serve as key values, which means that by selecting a product category you'll select the price list associated with it.
  3. Add one more column. It's for price lists. In each cell, click the Insert Macro icon to opt for Attach from OneDrive and select the necessary file.
    Inserting the Attach macro into a dataset
  4. When you enter all the data, select the Save button.
    The Save button in a dataset that is being edited
  5. Start creating or editing a template, put the cursor where you'd like to have the WhatToEnter macro placeholder, and then click the Insert macro button on the template editor toolbar.
    The Insert macro button in a template that is being edited
  6. In the search box, type what to enter. Then select the corresponding option.
    The What to Enter option
  7. In the What to enter dialog, opt for Dataset, type a prompt you want to see when inserting your template into an email message, select the dataset you created, and the Price list column. Then click OK.
    The What to enter dialog
  8. The macro placeholder will be added to your template. Select the Save button.

When you insert such a template into an email message, a dialog containing a dropdown list will show up.
A dropdown list in a dialog

Select a list item and click OK.
Selecting a list item

Your template will be inserted, and the file associated with the list item you selected will be attached.
An email with an attachment

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