Manage your email templates

In Shared Email Templates for Outlook

As soon as you signed in to your Shared Email Templates account, it's time to get to know the add-in pane and the ways to create folders and templates. When you are done with learning how to manage your private folders and templates, move on to sharing templates with your colleagues in teams.

The pane and its elements

Your templates are collected by folders, the two main ones are Favorite Templates and My Templates. On the grey background is the text of the template you are standing on:
Your Shared Templates account.

You can see the Search field. Type in the keyword to search in names of folders and templates, as well as in the templates' contents, and press the Enter key:
Search in Shared Email Templates.

Also, you can switch to the Selection mode by clicking the icon to the right of the Search field. In the mode, you can check folders and templates and quickly perform the needed operation with them altogether by clicking the Copy, Move, or Delete button at the top:
The selection mode.

Under the Search field there are the four buttons to select the view:
The Shared Email Templates toolbar.

  1. The All Templates view, click it to see all your templates and folders.
  2. Click this icon to see only templates that you marked as Favorite.
  3. Select this view to see the My Templates folder only.
  4. This button lets you see all your shared templates.

Create new folder

To create a new folder for your templates, open the New context menu in the bottom left corner and select New Folder:

New folder.

Tip. Also, you can click the three dots near the name of the folder where you want to create your subfolder, and select New Folder:
Create new folder.

Enter the name of a folder, description if you like, and click the Save icon:
Save the new folder.

Your new folder is saved to My Templates, and when you are standing on it, you can see its name and description on the grey background. You can Edit, Copy, Move or Delete the folder with the help of the action buttons in the grey area:
The created folder.

Create new template

To create a new template, select the folder you want to create you template in and click the New button:
Create new template.

Another way is to open the New menu and select New Template:
Create new template.

Tip. Also, you can click the three dots near the name of the folder where you want to create your new template, and select New Template:
Create new template.

Enter the name of your template, its text, and click Save:
Create new template.

Tip. To turn text in your email into a template, select the required paragraph and start creating a new template by clicking the New button in the bottom left corner. The selected text will appear in the new template:
Create template from selection.

Work with your templates

You will see your new template in a tree view.

When you stand on a template, you can see its contents and the possible actions:
Shared Templates toolbar.

  1. The Paste icon, click it to have a template inserted into your email right away. The template will appear where the cursor stands.
    Note. If there is a selected text passage in your message body and you click this icon, the selected text will be deleted and replaced by a template.
  2. Click Edit to open the edit mode and change text, formatting, or name of a template.
  3. Click Edit in Browser to open your template in browser and edit it there. For this, you'll have to log in to your account in browser as well.
  4. Add to Favorites means that your template will be added to the Favorite Templates folder. In this case, you can use the template from both My Templates and Favorite Templates.
  5. If you click the Copy icon, your template will be copied and the add-in will ask to select a folder to paste the template to.
  6. Also, you can Move the template to another folder.
  7. You can Delete your template by clicking this icon.
    Note. There is no opportunity to undelete a template, so, if you delete it, you won't be able to restore it.
  8. For a more handy view, you can click the Maximize button. To get back to the normal view, click the Restore icon in the top right corner.

How to edit template

In the Edit mode, you can not only adjust the text formatting of your templates but also insert macros, create a table, insert hyperlink, or view HTML:
The Edit mode.

  1. The Formatting toolbar. Select your text and click on the required formatting button to apply the effects.
  2. Click this icon to clear formatting of the selected text.
  3. The Insert Macro button. Learn all the opportunities macros give you on the How to use macros in your templates page.
  4. The Insert Hyperlink button. Select text, click this icon, enter a web address, text, and a tooltip that will appear when you hover over the linked text. Check the Open link in new window box if you want the link to open in new window:
    The Insert hyperlink window.
  5. Click Create Table to quickly insert a table into your template or open the Table Wizard and pick advanced options:
    Insert a table or open the Table Wizard.
  6. The View HTLM button. In this mode, you can edit your template in HTML and all the changes will be saved. But please keep in mind all the peculiarities Outlook has with HTML and CSS.

Now it's time to move further and learn...

Or maybe you need to take a few steps back?

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