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.

• The pane and its elements
• Create new folder
• Create new template
• Work with your templates
  • How to edit template
• Export and import templates
  • Export templates
  • Import templates

The pane and its elements

You can create private and shared templates and collect them in folders. The storage of your private templates is My Templates. Shared templates are stored in teams. On the grey background is the text of the template you are standing on:

To search in the names and content of templates, folders, and teams, type keywords into the Search field and press the Enter key or click the Magnifier icon. Also, you can select text in your message body, click the Magnifier icon and get the list of items that contain this keyword:

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:

Under the Search field there are the five buttons to select the view:

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 only private templates and folders.
4. This button lets you see all your shared templates.
5. Click this button to see all your shortcuts.

Create new folder

To create a new folder for your templates, right-click My Templates or a team and select New Folder:

Enter the name of a folder, description if you like, and click the Save button:

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:

Create new template

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

Tip. You can right-click a folder and pick the New Template in Browser option to open a new template in Shared Email Templates web application:

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

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:

Work with your templates

You will see your new template in a tree view.

When you stand on a template, you can see its content and the possible actions:

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 in Browser to open your template in browser and edit it there. For this, you'll have to log in to your account in web app as well.
3. Click Edit to open the edit mode and change text, formatting, or name of a template.
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:

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:
   
5. Click Create Table to quickly insert a table into your template or open the Table Wizard and pick advanced options:
   
   Note. Please note, the same formatting is applied to all the table cells, you cannot format single cells or group of them differently.
   Note. You can apply formatting to a table (background color, border color and style, etc.) only at the moment you create it. After that, it is impossible to make any changes.
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.

Export and import templates

You can export the My Templates or team templates and folders even if your license key is not valid anymore and you can't see and use all your templates due to limitations.

Export templates

To export templates, open the Shared Email Templates web app, right-click on My Templates (or a team), and pick Export:

You will find the downloaded .xml file in Downloads. The name of the exported team (or My Templates if you exported private templates), date and time of the backup are displayed in the name of the file and on the first line (you can open the file with Notepad):

Import templates

To Shared Email Templates, you can import templates in .xml and .ptd formats. For example, when you migrate from Template Phrases for Outlook Online, you export and import a .ptd file.

The content of My Templates or a team will not be affected in any way. New templates/folders will be created by reading them from a file. If the names of templates from the imported file match names of templates that are already present in My Templates or a team, both versions will be preserved.

To import templates, right-click on My Templates (or a team), and pick Import:

Select an .xml or .ptd file and click Open:

All templates and folders from the exported file will be imported to My Templates or the team: