How to use team, profile, and mailbox properties

In Shared Email Templates for Outlook

Shared Email Templates is designed to let 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 instance, your email address, company name, social media accounts, etc. We’ve developed the Properties feature to make you avoid retyping/copy-pasting the same info in templates.

For each team and profile, you can create a set of named values and use them in your templates with the help of macros. Thus, instead of typing or copy-pasting commonly used information, you add it as properties to your profile or team and then simply add a macro with this property.

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

Video: Introduction to properties

Find the full video transcript on the Webinar 2: Macros and properties page.

Open the Properties window

You can create properties for your Shared Email Templates account and for each team you have. You can use the account properties in any template wherever it is located: in your private folders or in a team. But if you create a template in a team, you can use properties of this team only and not the others.

Profile Properties

To edit or create profile properties, click the three dots at the bottom-right corner of the app pane and select Profile:
Open Profile.

Click the Edit Properties icon:
The Edit Properties button.

Team Properties

To see the properties of your team or create new ones, stand on the team of interest and click the Edit Properties icon:
The Edit Properties button.

Create and edit properties

You can see the list of predefined properties of your account or team. You can edit the predefined team and profile properties.

To create a new property, click the Add Property button:
Open the Properties window.

Enter the name and value of the new property:
Create 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. On the grey background, you can see the content of the property and Edit and Delete icons:
Edit or delete additional properties.

Insert properties into your templates

You can create up to 32 custom properties for your profile and each team and use them in your templates. Besides, you can insert your Outlook mailbox properties as well.

To get the mailbox, account, team properties inserted into your templates, you need to add the corresponding macro.

  1. Open an existing template or create a new one and click Edit:
    Edit template.
  2. In the text of the template, place the cursor where you want to put a property, click the Insert Macro icon, and select the macro you want to use:
    Select one of the three PROPERTIES macros.

    • ~%MAILBOX_PROPERTIES[] inserts the email address, display name, or timezone of your Outlook mailbox. When you select this macro, you will see a drop-down list with items to choose from:
      Select from drop-down list.

      Example of use:
      This email is sent from the ~%MAILBOX_PROPERTIES[EmailAddress] email account by ~%MAILBOX_PROPERTIES[DisplayName]. The account timezone is ~%MAILBOX_PROPERTIES[TimeZone].

    • ~%PROFILE_PROPERTIES[] inserts the user name, first name, last name, full name, birthday, email address of your Shared Email Templates profile (predefined properties) and the custom properties you created. When you pick this macro, you will see a drop-down list with items to select from:
      Select from drop-down list.
      Example of use:

    • If you create a shared template in a team, you can use the ~%TEAM_PROPERTIES[] macro. This macro retrieves team properties information and puts it into your message. The initially available properties are the display name, description, team password, but you can create your custom ones. You can select a property from the drop-down list:
      Select from drop-down list.

      Tip. If you have an encrypted team , you can create a special template for your teammates with the Team Password by using the ~%TEAM_PROPERTIES[] macro and selecting the "TeamPassword" value in the drop-down list.

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