Introduction to Shared Email Templates

Empower your Outlook experience

Shared Email Templates for Outlook was created to empower your emailing experience. With this tool, you can use your templates in any Outlook, whether desktop or online, including Outlook for Windows, Outlook for Mac, and Outlook on the web. As all templates are stored in a sharing cloud-based service, you can easily share them with your colleagues united into one or several teams.

To start using your templates, simply install the add-in via the Microsoft Office Store, sign in, create a team and invite your mates. If you have security concerns, just encrypt your templates with your own secret key.

• Video: Introduction to Shared Email Templates
• Shared Email Templates in Outlook
• Shared Email Templates web app in your browser
• Documentation and how-to guides

Supported versions

The add-in works for Outlook email accounts connected to Microsoft/Office 365, outlook.com, or on-premise Exchange 2016+.

Shared Email Templates in Outlook

When you run Shared Email Templates in your Outlook, you will see the following pane that lets you:

1. Type keywords into the Search field to search in the names and content of templates, folders, and teams. Also, you can select text in your message body, click the Magnifier icon and get the list of items that contain this keyword:

   

   Note. Don't forget to deselect the selected text in the message body before pasting the template!
2. Take advantage of the Selection mode to select several items and copy, move, or delete them at once.
3. Select the view: All Templates, Favorite Templates, My Templates, Shared Templates, or Shortcuts.
4. You can add any template to Favorite Templates by right-clicking it and selecting Add to Favorites.
5. The default personal folders are Favorite Templates and My Templates. You can create new sub-folders for your templates, private or shared.
6. You can link an Outlook folder with your drafts to Shared Email Templates and use these drafts as templates. Linked folders are marked with a blue letter "O".
7. You can create or import datasets and insert values from them into templates. Datasets are marked with a corresponding icon.
8. You can create ready-made reply templates or use shortcuts to construct your emails and templates. Shortcuts have a blue "#" sign before the name.
9. Shared templates are stored in teams. You can invite members to your teams and share templates with them.
10. To secure your privacy, you can encrypt your team. Encrypted teams have a small key sign on the label.
11. These are the template actions: Paste, Edit in Browser, Edit, Add to Favorites, Copy, Move, Delete.
12. If your template is a shortcut, you can click here to quickly rename it.
13. When you stand on a template, you can see its contents on the grey background.
14. Click this button to create a new template.
15. The Handle Shortcuts button, you'll need to click it if you use shortcuts to create your emails.
16. By clicking the three dots, you can go to your profile, sign out, get online help, view logs, ask us a question, or see the version of the product you use:
    
17. Here, you can see Notifications. If there are unread notifications, the icon is red, and you can click on it to see everything you missed.

Shared Email Templates in your browser

You can manage your templates and teams in a browser. Simply open the Shared Email Templates home page and log in:

1. Your templates are collected by folders: All Templates, Favorite Templates, My Templates, Shared Templates, and Shortcuts. This toolbar lets you filter all templates by the selected folder.
2. When you stand on a template, you can see its contents on the right. On this screenshot is a dataset. Datasets can be created or edited only in browser.
3. Click the Plus sign to create a new template, team, or folder:
   
4. Here are the Notifications. If there are unread notifications, the icon is red, and you can click on it to see what you've missed.
5. Click the three dots to open the More menu:
   
   Note. The Manage Keys option is available in a certain case only. Learn more on the Manage license keys and activations page.
6. These are the template actions icons, click on them to edit, delete, copy, move templates, etc.

Documentation and how-to guides

• Install, update, uninstall the tool
• Accept invitation to a team and start using the tool
• Create and delete your account
• Activate the license key
• Manage license keys and activations
• Video: Getting started webinars
• Create and manage templates
• Import templates from Template Phrases for Outlook Online
• Migrate from Template Phrases for Outlook desktop
• Migrate from Add-ins Collection for Outlook
• Use Outlook drafts as templates
• Create and manage teams
• How to use macros in your templates
• How to create and use template shortcuts
• How to create and use datasets
• How to attach files to your templates
• Several ways to insert pictures into your templates
• Create and use team, profile, mailbox properties
• Use Shared Email Templates in Outlook Calendar
• Сomplete list of macros for your templates
• Deploy the tool in Microsoft Outlook
• How to deploy the app in Outlook Web Application Exchange Server
• Tips & tricks
• Release notes
• Privacy Policy
• End-User License Agreement