How to use macros in your templates

In Shared Email Templates for Outlook

Macros let you avoid performing repetitive actions. For example, macros allow creating templates with attachments, so that each time you write a certain kind of message, you don't have to remember to add a particular file. You can fill in the Bcc, Cc, Subject email fields, and add information to the message body.

On this page, find the list of available macros and instructions on how to use them. You can also refer to the Сomplete list of macros page to get a list of all macros and their descriptions.

• Video: How to use macros
• How to add macro to your template
• What macros do and how to use them
  • Fill in email fields: To, Cc, Bcc, Subject
  • How to attach files to emails
  • How to insert images into message body
  • Add information to message body
  • Enter text or pick date with ~%WHAT_TO_ENTER macro
  • Clear message body & check account
  • Add an inner note to template
• Сomplete list of macros

How to add macro to your template

To add a macro, take the following steps:

1. Open an existing template or create a new one and click Edit:
   
2. In the text of the template, place the cursor where you want to put a macro, click the Insert Macro icon, and select the macro you want to use.

   For example, we select the ~%INSERT_RECIPIENT_FIRSTNAME macro that inserts the first name of the recipient:
   

   Now recipient's name will be pasted automatically each time we use this template:
   

3. Click the Save button.

Tip. In My templates you will find the Templates with macros folder. There is a list of macros, and when you click on a macro you can see its description and instruction on how to use it:

What macros do and how to use them

Find the activity you'd like to implement and the corresponding macro you can use. You can automatically fill in the To, CC, BCC, and Subject fields, as well as add information to the message body or get sender's or recipient's info pasted into your email.

If this is your first acquaintance with macros, we recommend that you read this section carefully and try out all the macros yourself to discover how they can simplify your emailing routine.

Note. Please keep in mind that the entire macro text has to be of the same formatting, otherwise, the macro won't work. So, if your macro may have different formatting, select the entire macro text and clear formatting by clicking the Clear Formatting icon in the toolbar:

Fill in email fields: To, Cc, Bcc, Subject

• The ~%FILLTO[], ~%FILLCC[], ~%FILLBCC[] macros insert the specified email addresses (separated by semicolons) into the To, Cc, Bcc, fields accordingly. Any previously added addresses will be deleted.
• The ~%FILLSUBJECT[] macro inserts the specified text into the Subject field. Any previously added text in the Subject field will be deleted.
• The ~%ADDTO[], ~%ADDCC[], ~%ADDBCC[] macros add the specified email addresses (separated by semicolons) to the To, Cc, Bcc fields accordingly. All the previously added addresses will be kept.
• The ~%ADDSUBJECT[] macro adds the item to the Subject field. The previously added to the Subject field text will be kept.
  Tip. By default, the macro adds text to the end of your Subject, so if you already have "Subject 1" in your Subject field and use ~%ADDSUBJECT[Subject 2], you'll get "Subject 1Subject 2".

  However, if you want the text to be added to the beginning of your Subject, you can use the ";{before}" element after your text in square brackets: ~%ADDSUBJECT[your text;{before}]

  So, to get "Subject 2Subject 1" in your Subject field, use the macro as follows: ~%ADDSUBJECT[Subject 2;{before}].

  Tip. When you use ~%ADDSUBJECT[], the utility doesn't add any separators or spaces between the inserted text units in the Subject field, so bear in mind to add a space or separator yourself.

  To use the macro, insert it into your template and replace "example@domain.com" with the necessary email address, in case of ~%FILLSUBJECT[] / ~%ADDSUBJECT[] replace "Text" with the necessary text.

  Examples of use:
  ~%FILLTO[example@domain.com]
  ~%FILLCC[example@domain.com]
  ~%FILLBCC[example@domain.com]
  ~%FILLSUBJECT[Text]

  ~%ADDTO[example@domain.com]
  ~%ADDCC[example@domain.com]
  ~%ADDBCC[example@domain.com]
  ~%ADDSUBJECT[Text]

Attach from URL or OneDrive

• ~%ATTACH_FROM_URL[] attaches a file from the URL you specify. In the macro inserted into your template, replace "https://domain.com/file-url" with a link to the required file.
  Example: ~%ATTACH_FROM_URL[https://domain.com/file-url]
  Note. If you use the %ATTACH_FROM_URL[] macro in a template that is located in a team and shared with other users, make sure that your teammates have access to the URL you indicate in the macro.
• ~%ATTACH_FROM_ONEDRIVE[] attaches a file from your OneDrive. When you pick this macro, the add-in will ask to log in to your OneDrive account and choose a file to attach:
  

  Note that when you use a template with this macro, you have to be logged in to OneDrive so that the macro has access to the file.

Attach from Sharepoint

• ~%ATTACH_FROM_SHAREPOINT[] attaches a file from your SharePoint. When you pick this macro, the add-in will ask to log in to your SharePoint account and choose a file to attach:
  
  Tip. You can switch to another SharePoint account by clicking the Switch SharePoint account icon on the right.

  Note that when you use a template with this macro, you have to be logged in to SharePoint so that the macro has access to the file.

  Note. If you use ~%ATTACH_FROM_SHAREPOINT[] in a template that is located in a team and shared with other users, make sure that your teammates have access to the file or folder in SharePoint. You can learn more about managing access in SharePoint on the Share SharePoint files or folders page.
  Note. Please note, the ~%ATTACH_FROM_SHAREPOINT[] will not work on free accounts, such as Outlook.com, as they do not have SharePoint.

Attach from local storage

• Use the ~%WHAT_TO_ATTACH macro to remind yourself to attach a file from your hard drive or SSD. If you insert the macro to your template, each time you use the template, the add-in will ask you to select a file. Click the Browse icon to pick it:
  

How to insert images into message body with macros

Insert from OneDrive

• ~%INSERT_PICTURE_FROM_ONEDRIVE[] inserts a picture from your OneDrive. When you pick this macro, the add-in will ask to log in to your OneDrive account and choose a picture to insert into your email:
  
  Tip. You can switch to another OneDrive account by clicking the Blue Cloud icon on the right.

  You'll see the Insert picture window:
  

  If required, you can set the size of an image (in pixels) and click Insert.

  Note. If you use %ATTACH_FROM_ONEDRIVE[] or ~%INSERT_PICTURE_FROM_ONEDRIVE[] in a template that is located in a team and shared with other users, make sure that your teammates have access to the file or folder in OneDrive. You can learn more about managing access in OneDrive on the Share OneDrive files and folders page.
  Tip. For your convenience, you can create a special folder in your OneDrive, share it with all your teammates, and collect all the documents you share in templates there.
  Known issue. When you insert a template with ~%ATTACH_FROM_ONEDRIVE[] or ~%INSERT_PICTURE_FROM_ONEDRIVE[] macros, you'll have to sign in to your OneDrive account even if you are already signed in to the OneDrive app. This irritating situation happens because Microsoft guys still have not implemented the Single Sign-on feature for add-ins. Hopefully, this is a temporary problem and sooner or later Single Sign-on will be implemented.

Insert from URL

• ~%INSERT_PICTURE_FROM_URL[] attaches and displays an image from the URL you indicate. When you select the macro, a dialog window will open. Enter your URL, set a size of a picture if you want, and click Insert:
  
  If you do not enter any size, the image will be inserted in its original dimensions.

  When you use a template with this macro, the macro downloads the chosen image, inserts a hidden attachment, and displays it in the message body.

  Note. If you use the ~%INSERT_PICTURE_FROM_URL[] macro in a template that is shared with other users, make sure that your teammates have access to the URL you indicate in the macro.
  Tip. You can find more ways to insert an image into your templates on the How to insert pictures into your templates page.

Insert from SharePoint

• ~%INSERT_PICTURE_FROM_SHAREPOINT[] inserts an image from your SharePoint. When you pick this macro, the add-in will ask to log in to your SharePoint account and choose a picture to insert into your email:

  

  Tip. You can switch to another SharePoint account by clicking the Switch SharePoint account icon on the right.

  You'll see the Insert picture window:
  

  If required, you can set the size of an image (in pixels) and click Insert.

  Note. If you use ~%INSERT_PICTURE_FROM_SHAREPOINT[] in a template that is located in a team and shared with other users, make sure that your teammates have access to the file or folder in SharePoint. You can learn more about managing access in SharePoint on the Share SharePoint files or folders page.
  Note. Please note, the ~%INSERT_PICTURE_FROM_SHAREPOINT[] will not work on free accounts, such as Outlook.com, as they do not have SharePoint.

How to add information to message body

Add subject, date, time

• The ~%SUBJECT, ~%DATE, ~%TIME macros insert the contents of the Subject field or the current date and current time into the message.

  Examples of use:
  If you have any questions regarding ~%SUBJECT, please let me know.
  This message is composed and sent on ~%DATE.
  This message is composed at ~%TIME.

Add addresses from To, Cc, Bcc fields

• The ~%TO, ~%CC, ~%BCC macros insert the contents of the To, Cc, or Bcc fields accordingly into the message.

  Examples of use:
  The information contained in this message is intended only for ~%TO.
  Please note, the copy of this message is sent to ~%CC.
  Please note, the copy of this message is sent to ~%BCC.

Insert recipient and sender names

• The ~%INSERT_RECIPIENT_FIRSTNAME, ~%INSERT_RECIPIENT_FULLNAME, ~%INSERT_RECIPIENT_LASTNAME macros insert the first, full, or last name of the recipient into a message if the name is displayed in the To field. Otherwise, the email address is inserted.

  Examples of use:
  Hi ~%INSERT_RECIPIENT_FIRSTNAME
  Dear ~%INSERT_RECIPIENT_FULLNAME
  Dear Mr. ~%INSERT_RECIPIENT_LASTNAME

• The ~%INSERT_SENDER_FIRSTNAME, ~%INSERT_SENDER_FULLNAME, ~%INSERT_SENDER_LASTNAME macros insert the first, full, or last name of the sender into a message.

  Examples of use:
  Warm regards, ~%INSERT_SENDER_FIRSTNAME
  Sincerely, ~%INSERT_SENDER_FULLNAME
  Best wishes, ~%INSERT_SENDER_LASTNAME

Paste profile and team properties

• To use the ~%MAILBOX_PROPERTIES[], ~%PROFILE_PROPERTIES[], ~%TEAM_PROPERTIES[] macros, please refer to the How to use team & profile properties guide.

Enter text or pick date with ~%WHAT_TO_ENTER macro

• The ~%WHAT_TO_ENTER macro prompts you to enter or pick text or date every time you insert a template into a message. You can type the text directly in the box, select from the drop-down list that is created from items you enter or pick a date in the drop-down calendar.

  When you select the macro to paste it into your template, a dialog window will appear where you have to pick Text field, Dropdown list, or Date:

  

  • If you select Text field, you can enter a title for the window and a default value and click Insert:
    
    In this case, the macro in your template will look like this: ~%WHAT_TO_ENTER[10%;{title:"Discount"}].

  • When you choose Dropdown list, you'll have to enter a window title and several items for your list:

    

    Besides, you can use two additional options:

    • Tick User can edit selected item(s) to make it possible to edit items in the drop-down list while pasting your template into a message.
    • Check User can select multiple items separated by to be able to select and insert several items into your email message; enter a separator that will divide these values.

    So, with the entered on the screenshot above values, the macro looks like this: ~%WHAT_TO_ENTER[10%;20%;30%;{title:"Discount",multiselect,editable,delimiter:", "}]

  • Pick Date if you'd want to enter a date into certain place in a message, and enter a window title:
    

    When you insert a template with this macro, you can pick a date in the drop-down calendar:
    

Note. When you insert a template that has several ~%WHAT_TO_ENTER macros in it, all the fields of these macros will be displayed in one window:

Note. If you click the Cancel button in the Fill in these fields window, the template insertion will be canceled.
Tip. You can use the macro to insert the same value into different places of your message, see Tips and tricks for details.

Clear message body & check account

• The ~%CLEARBODY macro clears the message body when you insert a template into your message. So, if you may have some unneeded text in your message body, use this macro in your templates.
• Pick ~%FROM_ACCOUNT[] if you use shared mailboxes and want to make sure your messages are sent from correct accounts.

  Into the square brackets, enter an Outlook account from which the email should be sent, e.g. ~%FROM_ACCOUNT[user@company.com]. While template inserting, the macro will check if the account in the From field is the same as the account you entered. If they differ, the template won't be pasted.

Add an inner note to template

• You can use the ~%NOTE[] macro to leave an inner note in a template for you or your teammates. The macro does nothing to your message when you use a template that contains it, the macro is present only in the template. To use it, enter your note into the square brackets.

  Examples of use:
  ~%NOTE[Only for corporate customers]
  ~%NOTE[Contracts before 01.01.2020]

  In the preview mode, when you stand on the template, by default, notes look like this:
  

  To see the text of notes, simply click on them:
  

Сomplete list of macros

You can find the full list of all Shared Email Templates macros on the Complete list of macros page.