How to use macros in 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 customize templates with 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 WhatToEnter macro
  • Clear message body & check account
  • Add inner note to template
  • Create meetings and appointments in Outlook Calendar
• Сomplete list of macros

How to add macro to your template

To add a macro, take the following steps:

1. Select 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 ~%InsertReipientFirstName macro that inserts the first name of the recipient:
   

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

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. 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]

How to attach files to emails with macros

• To attach files, you can use the ~%AttachFromOneDrive, ~%AttachFromSharepoint, ~%AttachFromURL, and ~%WhatToAttach macros. Please see the detailed guide on the How to attach files to your templates page.

How to insert images into message body with macros

• To insert images, you can use the ~%InsertPictureFromOneDrive, ~%InsertPictureFromURL, ~%InsertPictureFromSharePoint macros. Please see the detailed guide on the How to insert pictures into your templates page.

How to add information to message body

Add subject, date, time

• The ~%Subject, ~%Date, ~%Time macros insert the content 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 content 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 ~%InsertRecipientFirstName, ~%InsertRecipientFullName, ~%InsertRecipientLastName 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 ~%InsertRecipientFirstName
  Dear ~%InsertRecipientFullName
  Dear Mr. ~%InsertRecipientLastName

• The ~%InsertSenderFirstName, ~%InsertSenderFullName, ~%InsertSenderLastName macros insert the first, full, or last name of the sender into a message.

  Examples of use:
  Warm regards, ~%InsertSenderFirstName
  Sincerely, ~%InsertSenderFullName
  Best wishes, ~%InsertSenderLastName

Paste profile and team properties

• To use the ~%MailboxProperties, ~%ProfileProperties, ~%TeamProperties macros, please refer to the How to use team & profile properties guide.

Enter text or pick date with ~%WhatToEnter macro

• The ~%WhatToEnter 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 pick Text field, Dropdown list, Date, or Dataset:

  

  • If you select Text field, you can enter a title for the window and a default value and click Insert:
    
    The macro in your template will look like this: ~%WhatToEnter[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: ~%WhatToEnter[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:
    

  • To add values from a dataset to your template text, select Dataset. See the detailed manual on working with datasets on the How to create and use datasets page.
Note. When you insert a template that has several ~%WhatToEnter 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.
Tip. Discover even more helpful ways to use the macro in the WHAT TO ENTER macro—the most useful helper in Shared Email Templates blog post.

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 ~%FromAccount if you use shared mailboxes and want to make sure your messages are sent from the correct accounts. Into the square brackets, enter an Outlook account from which the email should be sent, e.g. ~%FromAccount[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 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, notes look like this:
  

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

Create meetings and appointments in Outlook Calendar

You can create appointments and schedule meetings with the help of templates and use the ~%FillLocation, ~%AddLocation, ~%Location, ~%FillSubject, ~%AddSubject, ~%AddTo, ~%FillTo, ~%AddCc, ~%FillCc macros to fill in some fields.

See the detailed manual on the Use Shared Email Templates in Outlook Calendar page.

Сomplete list of macros

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