With the Template Phrases for Outlook add-in your correspondence becomes more effective.
You can save the most frequently used templates and instantly insert them into your email messages.
Replying to similar emails on a daily basis you are sure to have the text you can copy and paste to yet another typical email. Instead of this copy-paste routine, you can select the needed text fragment in the message body and save it in the list of your templates in a click.
You can either create a new template using an existing email or add one from scratch.
In this part, you'll see how to change a template if necessary.
Also, you can right-click on the template and select the Edit option:
Macros will help you in executing routine operations in Outlook. For example, they allow creating templates with attachments, so that each time you insert a certain template in an Outlook message you don't have to add a particular file. Or using macros you can enter the same address into the TO field; there are many more useful things you can do with template macros:
pastes the specified email address/es to the BCC field. If there are any emails entered, they will be kept.
adds the necessary email to the CC field keeping any current addresses.
enters an address you specify into the TO line. It will appear along with any current emails in this field.
With this macro, you can create a template with attachment to automatically insert a file each time you paste the template into Outlook. Once you insert this macro, you'll see the Windows Explorer window where you can browse for the file to be attached. After you select the file and click OK, the macro will contain the file path after =, e.g.: ~%ATTACHFILE=C:\Program Files\Add-in Express\AddIns\Template Phrases for Microsoft Outlook\readme.txt
Now each time you paste this template into an e-mail message, the file will be attached and you'll get a confirmation window about it. You can disable confirmation if you like.
prompts you to enter the necessary value every time you insert a template into an Outlook message. For instance, if you insert ~%WHAT_TO_ENTER[Name] into the template, each time you paste it you'll see a dialog box that will let you enter the name.
Use this macro in Outlook template for inserting a list of attachments into the message text. Each time you use a template with this macro, all the attachment names will be listed in the message body.
inserts the display name of a contact from the TO field into the of a message body. E.g. you can start a template with "Hi ~%TO," and each time you insert it, the macro will be replaced with the recipient display name, e.g. "Hi James".
inserts the address(es) from the BCC field into the message.
allows entering an email address to automatically send certain emails on behalf of another person.
inserts the address(es) from the CC field into the email.
will be really helpful if you have certain signature pasted automatically, but there are several templates that require a different one. With this macro in your template, the current signature will be deleted and you will not need to do it manually.
inserts the contents of the Subject field into the message.
inserts the clipboard item into the message. Please note that this macro pastes only text, it doesn't work with pictures or graphical objects.
inserts the current date.
inserts the current time.
will fill in the TO field with the email address you enter after =, e.g. ~%FILLTOemail@example.com. Please note that any current email address will be deleted.
will fill in the CC field with the email address you enter after =, e.g. ~%FILLCCfirstname.lastname@example.org. All current addresses in this line will be removed.
will fill in the BCC field with the email address you enter after =, e.g. ~%FILLBCCemail@example.com. Any current BCC addresses will be removed.
will fill in the Subject field with the text you enter after =, e.g. ~%FILLSUBJECT=Sample Subject. Now each time you insert the template with this macro into an Outlook message, the subject will be set to the one you entered.
lets you specify the preferred From address. It's possible to enter the email address manually if it's not in your Account Settings. Please note that the behavior of this macro depends on your Outlook and Exchange settings.
is for similar e-mails with some text that may vary, like the product name, price, etc. Just highlight the text that needs to be used this time before inserting the template with this macro and ~%SELECTED is replaced with the selection. For example, instead of creating a number of templates like these:
We create just one template:
Our ~%SELECTED is compatible with Microsoft Outlook 2019, 2016, 2013-2010.
So when we reply to a question about the compatibility of the Template Phrases with Outlook, we copy the add-in's name from the customer's question, paste it to our reply message and highlight it.
Then we double-click on the template and get:
Our Template Phrases is compatible with Microsoft Outlook 2019, 2016, 2013-2010.
inserts the first name of the recipient if their contacts are saved in Outlook Contacts (the panel in the lower-left corner of your Outlook). Otherwise, the email address is inserted.
insert the last name of the recipient into a message if their contacts are saved in Outlook Contacts. Otherwise, the email address is inserted.
inserts the full name of the recipient if their contacts are saved in Outlook Contacts. Otherwise, the email address is inserted.
inserts the first name of the recipients that are indicated in the TO field if their contacts are saved in Outlook Contacts (the panel in the lower-left corner of your Outlook). Otherwise, the email address is inserted.
insert the last name of the recipients that are indicated in the TO field into a message if their contacts are saved in Outlook Contacts. Otherwise, the email address is inserted.
inserts the full name of the recipients that are indicated in the TO field if their contacts are saved in Outlook Contacts. Otherwise, the email address is inserted.
lets you enter a name of a template in brackets and insert it within and another template. Then if you change the source template, this macro will automatically paste the updated version so that you don't need to change it in each text snippet.
converts your email to the HTML format when you insert the template.
will position the cursor at the needed place within your message. For example, after Hello, so that you can instantly enter the name of the recipient.
inserts the last name of the recipient if their contacts are saved in Outlook Contacts.
will automatically request a delivery receipt for your email.
will automatically set message importance to High.
will automatically set message importance to Low.
You can use a specific template in your email, assign a shortcut to a template, use templates automatically, or select a paste option.
If you need to reply to a message using a particular email template, you can choose one of the following ways:
You can easily assign a keyboard shortcut to a specific template and have it inserted into the message by pressing a hotkey.
There is an even easier way to use your email templates in Outlook - assigning a special shortcut to your template: New, Reply, Reply to All or Forward.
Such templates will be inserted automatically when you create a new message, write a reply, etc.:
Pick the shortcut you need.
To save your time on applying the same formatting to the email text, you can use the Paste Options button.
The available options depend on the type of content you are pasting and the format of the text where you are pasting.
Thus, Template Phrases gives you a number of handy ways to insert the template text the way you need.
Here you will learn how to create a new folder in the templates tree, edit folder names, delete a template, and move templates and folders.
If you use email templates in Outlook on a daily basis, you should have dozens of them. So it can be a good idea to organize them into folders.
In the drop-down menu, select the New folder item:
You can also right-click the place in the templates tree where you'd like to have the new folder and pick New folder.
Select a template or a folder you want to delete and press the Del key or the Delete icon in the Outlook Template Phrases toolbar:
You can also right-click on the folder or template and select the Delete option.
To change the position of an email template or folder, just drag and drop it to the place where you want it to be.
If you want to rearrange or organize lots of Outlook templates and folders, benefit from the Manage Templates option:
You can create company-wide templates, work with shared Outlook templates, and protect them.
You can create shared templates that you can use and improve together with your colleagues straight in Outlook. Company-wide templates are stored on a shared network drive so that other people can add this folder to their template tree and use it along with their own texts. This feature is great for sales or support teams.
Follow these steps when your Outlook templates are in a shared network drive.
If your shared templates folder is stored in Dropbox or OneDrive, the other users need to make sure the folder is synced up to their local disc and reopen the Template Phrases pane.
When you share Outlook templates, it can be a good idea to protect them from any changes, accidental or not. By default, you can edit Shared Templates the same way you edit your own. If you want to keep templates stored on a shared network drive, please set the read-only attribute for the file:
You can also set Permission level to Read only for the folder that contains the file.
Once you do this, your file with the shared templates will become read-only.
Learn how to back up your Outlook templates and copy and back up template folders.
If you ever happen to lose your Outlook email templates, you can easily restore them with the backup option. You can export the existing email templates and import them into your computer if you lose your templates or get a new PC.
To import your templates, right-click the folder that will contain the transferred templates in the list and select the Import option. The templates will be imported into the selected folder and placed at the end of the list:
You can retrieve your lost or deleted template file in Outlook 2019 - 2010.
The folder with your templates is stored here:
If Application Data or AppData Folder is hidden, please do the following:
If you lose your templates, please follow these steps:
The Search field allows you to find the correct text snippet in seconds without scrolling up and down the template tree:
You can paste, edit, delete templates and add or remove them from favorites.
When you use templates in Outlook every day, it can be handy to pick favorite templates and arrange them the way you like: have them all in one folder or organize them into any number of folders. You can even create a shortcut to your favorite Outlook templates.
Here you can learn how to take advantage of the Template Phrases options.
The Template Phrases pane is also available when you are just reading messages. Thus, you can create email templates based on the messages already written and sent by you or your correspondents.
Do the following to see the Templates pane in all types of messages:
When working with the templates for Outlook, you may see two confirmation dialog boxes: one asking if you are sure you want to delete a template or a folder and the other letting you know if the ~%ATTACHFILE= macro worked and if the file was added. You can disable or enable these confirmations:
You can specify the number of saved search requests and clear the list:
The most recently used Outlook templates are added to the Recent tab automatically. You can clear the list, specify the way you want to sort the templates and define the number of templates you want to see in this tab:
Click the Other tab to select the database file location. It may be helpful if you want to store your templates in a Cloud drive and need to easily access it from any place:
Check the Include Contacts sub-folders box to let the add-in macros process email addresses from subfolders and custom contact lists.