How to quickly reply to email using Template Phrases plug-in for Outlook

Note. The Template Phrases for Outlook add-in discussed in this article is discontinued and no longer supported. Please check out its more powerful and versatile successor - Shared Email Templates - the most effective way to handle routine emails!

In this video I will show how you can speed up replying to your Outlook emails with the Template Phrases plug-in. It takes just one click to insert frequently-typed phrases into your e-mail messages. The add-in works with all versions of Outlook - 2019, 2016, 2013, and 2010.

5 simple steps to save hours of your time

1. Download the Template Phrases setup package.

2. Close your Outlook and follow the instructions of the installation wizard.

3. Spend 2 minutes watching this video.

4. Take a few more minutes to create your own templates. Just grab the most frequently-used phrases, paragraphs, or the entire message text from your Sent items and click the "New Template" icon.

5. Profit! :)

Free download 30-day trial version

Template Phrases for Outlook - video transcript

Template Phrases add-in is irreplaceable if you spend more than 10 minutes a day in Outlook.

Once you install the add-in, you can see its pane whenever you write an email. If you want to use some paragraph as a template, you can simply select it and click "Add template". You can use the same button to create a template from scratch. Enter summary for the name, and click Ok. The text, its format and even images are all saved.

Now any time you need to use it, you can double-click on it, or click Paste.

Editing a template is just as easy. You get all the usual format editing tools, and you can also take advantage of macros. The macros perform many popular operations and make templates very flexible: they allow you to attach a file or add a certain recipient together with the text, "What to Enter macro" lets you insert any variables and even pre-populate possible options.

For example, we can enter three different product names here, and choose the appropriate name when inserting the template.

Once you have your little database of templates, you can mark favorites and access them on a separate tab. You may not even have to leave this tab to compose some emails.

If your database grows pretty large, you can use search: it will quickly bring up all relevant templates and show the preview so that you can pick the one you need.

If you work in a team, shared templates give you the best possibility to automatically synchronize all the updates. You load them once and then enjoy your common template storage. Any time you add or update a template, your colleagues get the changes.

This add-in has more hidden treasures for you: try a fully-functional 15-day evaluation version yourself. If you have any questions, please email them to

Thank you for your attention!

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