Shared Email Templates for Microsoft Outlook / Gmail

Use profile, team, and company account properties

There are predefined and custom properties in Shared Email Templates. You can create custom properties for your profile, for your teams, and for your company or team account. User profile and company account properties can be used in any template, and it doesn't matter if that template is in a private folder or in a team. As for team properties, they can be used only in templates of the team they were created for.

Note. You can create no more than 32 properties per account, profile, or team.

User profile properties

Predefined user profile properties

  • Photo
  • UserName
  • FirstName
  • LastName
  • FullName
  • Birthday
  • EmailAddress
  • LicenseKey

Note. The UserName property is present only in accounts created by signing up with email.

Custom user profile properties

These are the steps to follow to create a custom user profile property:

  1. In the lower-right corner of the add-in pane, click the three dots. Then select Profile.
    The Profile option on the More menu
  2. Next to My properties, click the Edit properties button.
    The Edit properties button
  3. At the bottom of the add-in pane, select Add property.
    The Add property button
  4. Enter the name and the value of the new property.
    Save the new property.

    Tip. The HTML icon means that you can enter a piece of HTML code to format a property the way you want.
    HTML is supported.

    If you want to have a picture in the new property, select Picture, open the More menu, and bind the property to a picture you have on OneDrive or SharePoint by selecting the corresponding option.
    Binding a profile property to a picture

    Then select Save.

    Note. Saving pictures as custom properties is currently not possible in Shared Email Templates for Gmail.

The created property will appear in the Custom properties section. To edit or delete the property, open the More menu, and then select the necessary option.
Edit or delete a custom property.

Team properties

Predefined team properties

  • DisplayName
  • Description
  • TeamPassword

Custom team properties

Note. To create custom team properties, you need to be an admin of your company or team account or have Editor permissions for your team.

Creating a custom team property: Steps for admins

  1. On the add-in pane, open the More menu and select Manage account.
    The Manage account option
  2. In the Shared Email Templates app that will open in your default browser, right-click a team, and then select Team properties.
    The Team properties option
  3. A sidebar with team properties will appear. Select the Add property button.
    The Add property button on the sidebar
  4. Enter the name and the value of the new property. When you're done, click Save.
    Saving a new team property

    Tip. The HTML icon means that you can enter a piece of HTML code to format a property the way you want.
    HTML is supported.

    If a picture is needed for the team property you're creating, select Picture, open the More menu, and then bind the property to a picture you have on OneDrive or SharePoint.
    Binding a team property to a picture

    Note. Saving pictures as custom properties is currently not possible in Shared Email Templates for Gmail.

The new team property is in the Custom properties section now. To edit or delete the property, select the necessary option on the More menu.
Edit or delete a custom team property.

Creating a custom team property: Steps for users with Editor permissions

  1. On the add-in pane, right-click a team and select Team properties.
    The Team properties option
  2. Select Add property.
    The Add property button
  3. Enter the name and the value of the new property. Then save the property.
    Saving a new team property

    Tip. The HTML icon means that you can enter a piece of HTML code to format a property the way you want.
    HTML is supported.

    If a picture is needed for the team property you're creating, select Picture, open the More menu, and then bind the property to a picture you have on OneDrive or SharePoint.
    Binding a team property to a picture

    Note. Saving pictures as custom properties is currently not possible in Shared Email Templates for Gmail.

The new team property will appear in the Custom properties section. If you want to edit or delete the property, select the option you need on the More menu.
Edit or delete a custom team property.

Company account properties

Predefined company account properties

  • Name
  • Address
  • Email
  • Logo
  • Phone
  • Website

Custom company account properties

Note. To create custom company account properties, you need to be an admin of your company or team account.

  1. On the add-in pane, open the More menu and select Manage account.
    The Manage account option
  2. The Shared Email Templates app will open in your default browser. In the Account details section, select Account properties.
    The Account properties button
  3. A sidebar with company properties will appear. Select the Add property button.
    The Add property button on the sidebar
  4. Enter the name and the value of the new property.
    Saving a new company account property

    Tip. The HTML icon means that you can enter a piece of HTML code to format a property the way you want.
    HTML is supported.

    If you want to have a picture in a company account property, select Picture, open the More menu, and then bind the property to a picture you have on OneDrive or SharePoint.
    Binding a company account property to a picture

    To finish creating the new property, click Save.

    Note. Saving pictures as custom properties is currently not possible in Shared Email Templates for Gmail.

As soon as you save the new company account property, it will appear in the Custom properties section. You can edit or delete the property by selecting the necessary option on the More menu.
Edit or delete a custom company account property.

DateFormat property

You can set a default format for dates with the DateFormat property. If the default date format is intended for your team templates, create DateFormat as a team property. If it's for your personal templates only, add DateFormat to the profile properties. You can also add DateFormat to your company account properties if you're an admin.

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 won't 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, use the DateLocale property. If the language tag is intended for your team templates, create DateLocale as a team property. If it's for your personal templates only, add DateLocale to the profile properties. You can also add DateLocale to your company account properties if you're an admin.

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 won't work.

You can find the necessary language and country on the Supported locale codes page on the Microsoft Learn website, and then enter the corresponding tag from the "Code" column as a property value. For example, this code refers to the French language spoken in Luxembourg: "fr-lu".

Create the DateLocale property.

How to insert properties into templates

You can use the following properties in your templates:

  • mailbox properties (for example, EmailAddress or TimeZone)
  • user profile properties (for example, FirstName, LastName, or FullName)
  • team properties (for example, DisplayName)
  • company account properties (for example, Name, Address, or Website)
  • Azure AD properties (for example, businessPhones or jobTitle)

These are the steps to follow:

  1. Start creating a new template or editing an existing one. Place the cursor where a property is needed, and then select the Insert macro button.
    The Insert macro button
  2. Select the necessary option: Insert mailbox property, Insert user property, Insert team property, Insert company account property, or Insert Azure AD property.
    Insert team property

    Note. If a property contains a picture, select Insert picture from property instead.

    Note. Saving pictures as custom properties is currently not possible in Shared Email Templates for Gmail.

  3. A dialog containing available properties will appear. Select the property you need, and then click OK.
    Select a team property.
  4. Save your template.

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