Use Shared Email Templates in Outlook Calendar

Add templates with title, location, participants, etc.

You can use Shared Email Templates not only in email messages but also to create appointments or schedule meetings in the Outlook Calendar. You can prepare templates for appointments and meetings and fill in the body text and some fields automatically with the help of macros.

Use templates to create appointments

To use the app in an appointment, start creating an appointment and run Shared Email Templates by clicking on its icon in the ribbon. Find the template you need (or create one) and click the Paste icon.

The appointment body, as well as the Title and Location fields can be filled in with the values you indicated in the template:
Shared Email Templates in appointment.

In your template, use the following macros to fill in the appointment fields:

  • For the Title field, use the ~%FillSubject macro. Also, you can pick ~%AddSubject if you want to keep the current information in this field.
  • For the Location field, select ~%FillLocation. You can pick ~%AddLocation if you want to keep the current information in this field.
  • To insert the content of the Location field into the appointment body, use the ~%Location macro.

Create meetings with templates

The same way, you can use templates to create meetings. Start Shared Email Templates by clicking on its icon in the ribbon and insert the template of interest to fill in the text body, title, required and optional participants, and location:
Shared Email Templates in a meeting.

In your template, use the following macros to fill in the meeting fields:

  • For the Title field, use the ~%FillSubject macro. Also, you can pick ~%AddSubject if you want to keep the current information in this field.
  • For the Required field, use the ~%AddTo or ~%FillTo macros. If you pick the latter, note that any previously added addresses will be deleted.
  • For the Optional field use the ~%AddCc or ~%FillCc macros. If you pick the latter, note that any previously added addresses will be deleted.
  • For the Location field, select ~%FillLocation. You can also pick ~%AddLocation if you want to keep the current information in this field.
  • To insert the content of the Location field into the meeting body, use the ~%Location macro.

More macros for meetings and appointments

In templates for meetings and appointments, you can use the full variety of Shared Email Templates macros. Macros let you insert pictures and attach files, add info to the text body, and much more. Please see the full list of macros here: Сomplete list of macros for your templates