Shared Email Templates for Microsoft Outlook

Back up, export, and import templates

In Shared Email Templates, all your templates are stored in a cloud-based database hosted by Amazon Web Services. The database is automatically backed up daily. However, you can back up your templates yourself by exporting and saving templates to your local storage. On this page, you'll find instructions on how to export and import templates.

Export templates

You can export your templates even if your subscription has expired and you can't see and use the templates due to limitations.

Note. It is only possible to export an entire team or the entire "My Templates" folder.

On the add-in pane in Outlook Online, right-click a team or the "My Templates" folder, and then select Export.
The Export option

You'll see available options:

  • Default format (.xml)
    If you're going to import templates later on, use the default format. You'll find the downloaded .xml file in Downloads. Date and time of the backup will be displayed in the name of the file. If necessary, you can extract the content of any template from the backup file in plain HTML. Just find the name of the template and copy the text that the templatefiledata attribute contains.
  • HTML format (.zip)
    Use the HTML format if you're not going to import templates to the Shared Email Templates add-in since it won't be possible. You can open .html files in Microsoft Word, for example.

Select the option that suits your needs, and then click Export.
Available formats

Import templates

To Shared Email Templates, you can import templates in .xml and .ptd formats. For example, when you migrate from Template Phrases for Outlook Online, you export and import a .ptd file.

The content of the "My Templates" folder or the content of a team where templates are imported won't be affected. If a template that is being imported has the same name as a template that is already present in the destination, both templates will be kept.

On the add-in pane, right-click a team or the "My Templates" folder, and then select Import.
The Import option

Select an .xml or .ptd file that you want to import, and then click Open.
Select a file that is going to be imported.

Note. To import templates to a team, you need to have Editor or Admin permissions.

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