Tips & tricks for Shared Email Templates

Useful pieces of advice for working with the Outlook add-in

On this page, you will find handy tips and tricks on how to maximize your benefit from working with Shared Email Templates in Outlook.

Create templates from selected text

Sometimes it may be handier for you not to compose your templates from scratch, but create them when you write your replies in Outlook. For this, when you type your frequently used reply message, select the text or a part of it and start creating a new template by clicking the New button at the bottom left corner of the add-in pane:
Click the New button.

The selected text will appear in the new template:
Create template from selection.

Clear macros formatting

When you use macros, keep in mind that the entire macro text has to be of the same formatting, otherwise, the macro won't work. For instance, you macro can't look like this ~%FILLSUBJECT[Price List]. But if in this example the difference in formatting is obvious, in many other cases in may not be.

So, if your macro may have different formatting, select the entire macro text and clear formatting by clicking the Clear Formatting icon in the toolbar:

Click the Clear Formatting icon in the toolbar.

Turn your Outlook drafts into templates

If you need to create templates for long instructions, replies with rich formatting, attached files and inserted images, or newsletters, you may find it convenient to link your Outlook folder with formatted ready-made drafts to Shared Email Templates and use your Outlook drafts as templates. Please find the detailed tutorial here:

How to use Outlook drafts as templates

Use team and profile properties

If there are some pieces of information you frequently use in your templates, do not forget about the profile, team, and mailbox properties you may use.

For example, you need to create such a message:
"Hello, thank you for contacting the Sales department. My name is Jessica Johnson, I am marketing manager".

You may use the following properties:
"Sales" as a team property "TeamName"
"Jessica Johnson" as a profile property "FullName"
"marketing manager" as a profile property "Position"

The benefit here is that you create a property once and insert it whenever you need with the corresponding macro.

So, your template text will look as follows:
"Hello, thank you for contacting the ~%TEAM_PROPERTIES[TeamName] department. My name is ~%PROFILE_PROPERTIES[FullName], I am ~%PROFILE_PROPERTIES[Position]".

There are some predefined properties, but you can create your custom ones. Here is the guide:

How to use team, mailbox, & profile properties

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