How to use team and profile properties

In Shared Email Templates for Outlook

The Shared Email Templates add-in is designed to help you avoid retyping the same messages and replies in Outlook. But what if you need to insert certain information into several templates you use? For example, your email address, company name, social media accounts, etc. With the Properties feature, you can easily add these details.

For each team and profile, you can create a set of properties and use them in your templates.

Note. You can create no more than 32 properties per team and profile.

Profile properties

You can create properties for your Shared Email Templates profile and for your teams. You can use profile properties in any template wherever it is located: in your private folders or in teams. For a team template, you can use only this team's properties.

To edit or create profile properties, click the three dots at the lower-right corner of the add-in pane and select Profile:
Click Profile.

Find My Properties and click the Edit properties icon next to it:
The Edit properties icon

To create a new property, click the Add Property button:
Add Property

Enter the name and value of the new property:
Create a new property.

Tip. You can use HTML to format the properties the way you want.

Once you click the Save button, you'll see your new property in the Custom section. In the preview pane, the content of the property is shown and the Edit and Delete icons are present:
Edit or delete a custom property.

Team properties

To see or create team properties, select the team of interest and click the Edit properties icon:
Here is the Edit properties icon.

To add a new property, click the Add Property button:
Add a team property.

Enter the name and value of the new property and click Save:
Save the new property.

The new property is in the Custom section. In the preview pane, you can see the content of the property and use the Edit and Delete icons if needed:
Custom team properties

DateFormat property

To set a default format for dates, add DateFormat to your team or profile properties. If the default date format is intended for your team templates, create DateFormat as a team property. If it is for your personal templates only (My Templates), DateFormat should be a profile property.

Note. The correct spelling of this property name is DateFormat. It is case-sensitive and there should not be any space between its parts, otherwise it will not work.

Create the DateFormat property.
Available default formats

  • m/d/yyyy
  • m/d/yy
  • dddd, mmmm d, yyyy
  • mmmm d, yyyy
  • mm/dd/yyyy
  • mm/dd/yy
  • dd/mm/yyyy
  • dd/mm/yy
  • dd-mmm-yyyy
  • yyyy-mm-dd

Abbreviations and their meaning

  • yy—two-digit year (e.g. 21)
  • yyyy—four-digit year (e.g. 2021)
  • m—one-digit month (e.g. 4)
  • mm—two-digit month (e.g. 04)
  • mmm—three-letter abbreviation for month (e.g. Apr)
  • mmmm—month spelled out in full (e.g. April)
  • d—one-digit day of the month (e.g. 2)
  • dd—two-digit day of the month (e.g. 02)
  • ddd—three-letter abbreviation for day of the week (e.g. Sat)
  • dddd—day of the week spelled out in full (e.g. Saturday)

DateLocale property

To set a default language tag for dates, add DateLocale to your team or profile properties. If the language tag is intended for your team templates, create DateLocale as a team property. If it is for your personal templates only (My Templates), DateLocale should be a profile property.

Note. The correct spelling of this property name is DateLocale. It is case-sensitive and there should not be any space between its parts, otherwise it will not work.

The full list of possible languages for your dates and their codes (tags) is available on the Microsoft website. In that list, find the language and country you need in the first two columns, copy the corresponding code from the third column, and paste the copied code into the property value field in Shared Email Templates.

For example, this code refers to the French language spoken in Luxembourg:
Create the DateLocale property.

How to insert properties into templates

To use mailbox, profile, team, and Azure AD properties in your templates, you'll need the ~%Insert macro.

  1. Open an existing template or create a new one and click Edit:
    Edit your template.
  2. In the template text, place the cursor where you want to put a property and click the Insert macro icon:
    The Insert macro icon
  3. Depending on your aim, select Insert Mailbox Property, Insert Profile Property, Insert Team Property, or Insert Azure AD Property:
    Select the ~%Insert macro for the required property.

    • If you select Insert Mailbox Property, a dialog window with a list of available mailbox properties will appear:
      Make your choice.
    • On choosing Insert Profile Property, you'll be able to select the necessary profile property from this dropdown menu:
      Select the necessary item.
    • After clicking Insert Team Property, you'll be able to choose from the available items:
      Choose the property you want to use.
    • As soon as you click Insert Azure AD Property, the corresponding dialog window with a dropdown menu will show up:
      Select one of the Azure AD properties.
  4. From the dropdown menu, choose the property you need and click OK.
  5. Save your template.