Introduction to Shared Email Templates

Empower your Outlook experience

Shared Email Templates for Outlook was created to save your time. 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 Shared Email Templates, simply install the add-in, sign up, create a team, and invite your mates. If you have security concerns, just encrypt your team templates with your own team password.

Find Shared Email Templates cheat sheets here:

Cheat Sheets

How to start Shared Email Templates

To learn to start the add-in, click the version of Outlook you use in the list below:

Supported versions

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

Microsoft Outlook Supported browsers for Outlook online
  • Outlook on Windows connected to Microsoft/Office 365
  • Outlook on Mac connected to Microsoft/Office 365
  • Outlook 2021 for Windows
  • Outlook 2019 for Windows
  • Outlook 2016 for Windows
  • Outlook 2021 for Mac
  • Outlook 2019 for Mac
  • Outlook 2016 for Mac
  • Outlook on the web
  • Google Chrome 78 and higher
  • Microsoft Edge 44 and higher
  • Microsoft Edge (Chromium-based) – beta support 79 and higher
  • Safari 12 and higher (limited support)
  • Firefox 69 and higher

Shared Email Templates in Outlook

You can download the detailed User interface overview cheat sheet:

Download cheat sheet

When you run Shared Email Templates in your Outlook, you'll see the add-in pane: Shared Email Templates in your Outlook

  1. Type any text into the Search field to search in the names and contents of templates, folders, and teams. Click Aa to make the search case-sensitive.

    Also, you can select some text in your message body, click the magnifier icon, and get the list of items that contain this text. Don't forget to deselect the selected text in the message body before pasting the template!

  2. Take advantage of Selection Mode to select several items and copy, move, or delete them at once.
  3. Select the view: All Templates, Favorite Templates, My Templates, Team Templates, Shortcuts, Mail Merge (you can use Mail Merge only if this feature is included in your subscription plan), or Signatures.
  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 subfolders for your templates.
  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 hash symbol before the name.
  9. To insert a template into the message body, select it and click the Paste icon.
  10. Shared templates are stored in teams. You can invite members to your teams and share templates with them.
  11. To secure your privacy, you can encrypt your team. Encrypted teams have a small key sign on the label.
  12. These are the template actions: Paste, Edit in browser, Edit, Add to favorites, Copy, Move, Delete.
  13. Select a template to see its contents in the preview pane.
  14. Click this button to create a new template.
  15. Here is 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, view logs, ask us a question, get online help, access cheat sheets, or see the version of the product you use.
  17. This icon shows that there are unread notifications waiting for you. Click 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 sign in.

Shared Email Templates in your browser

  1. Your templates are collected in folders: All Templates, Favorite Templates, My Templates, Team Templates, Shortcuts, Mail Merge (you can use Mail Merge only if this feature is included in your subscription plan), and Signatures. This toolbar lets you filter all templates by the selected folder.
  2. After selecting a template, you'll be able to see its contents on the right and edit it.
  3. Click the plus sign to create a new template, folder, or team.
  4. If there are unread notifications, you'll see this icon.
  5. Click the three dots to open the More menu.

    Note. Under certain circumstances the More menu contains the Manage Keys option. For more details, visit the Manage subscription keys and activations page.

Documentation and how-to guides