Shared Email Templates for Outlook

Smart way to handle routine emails

If email communication is part of your daily work, there is an easy way to make it more effective and productive:

  • Create reusable email templates seamlessly integrated into Outlook.
  • Customize and individualize as necessary.
  • Use personally or share with teams.
  • Reply to emails with a click!
Get it from Microsoft
Works on
Outlook for Windows
including Windows tablets
Outlook for Mac
Office 365:
Outlook on the web (in browsers)
Microsoft 365:
Outlook on the web (in browser)
iPads
(Outlook on the web / in browser)
Android tablets
(Outlook on the web / in browser)
Shared Email Templates

Create once, reuse any time

Quick replies for
routine emails
Easy customizable
personalized templates
Dynamic templates
with fillable fields
Gorgeous html-based
template designs
Custom-tailored
bulk mailings
Easy user and team
management
Quick and straightforward
template sharing
Personalized attachments
in mail merge campaigns
Company-wide and team-wide signatures
Get it from Microsoft
Works on
Outlook for Windows
including Windows tablets
Outlook for Mac
Office 365:
Outlook on the web (in browsers)
Microsoft 365:
Outlook on the web (in browser)
iPads
(Outlook on the web / in browser)
Android tablets
(Outlook on the web / in browser)

What our users say

Superb time saving utility
Microsoft should purchase this group and integrate it into standard Outlook - it's that good. Recommended for customer handling, flexible, useful and really saves us loads of time and mistakes!
The best and most useful add-in
For a whole year I was moving between CRM's that offer template messages and other services but none of them were of use. This app is SO on spot and SO helpful it is literally unbelievable. I have my whole team working with these templates and productivity skyrocketed.
Perfect for on the go work!
I love being able to have all my templates handy whether I am working in my home office or out and about!
Glad you enjoyed it!
Fantastic product with outstanding service
This saves me so much time. I use this for various Sales Proposals to clients where there are a lot of detail and attachments. The software allows you to attach the body of text you need AND any PDF’s you want to send out. Timesaver!
Works like a charm. Surprising how they’ve thought of everything
The built in Outlook template app is too limiting. Have tried two other utils plus used clipboard savers to do the same thing.
Check reviews on Microsoft AppSource

Unique features that you won't find anywhere else

Shared Email Templates are brought directly into the message window.

Always at your fingertips

Contrasting from Outlook's inbuilt features, Shared Email Templates brings all the functionality directly into the message window. All manipulations are done from a single side bar. Built-in views and filters help organize your templates and visually navigate content. You can now create, edit and use email templates at a moment's notice, without switching back and forth between different tabs or digging into the menus.

One storage for templates

We solve the issue of templates scattered in different places by keeping all of them under one roof. This way you can access templates from all your Microsoft accounts without limits. And feel free to import your Outlook drafts to the storage!
Access your templates from any of your Microsoft accounts.
Use Shared Email Templates from any device.

Cross-device access

Shared Email Templates supports a variety of devices, from Macs and PCs to Windows tablets. As all the templates are securely stored in your account, you can access them easily, no matter what device you are on. Whether you're working from the office, in the field, or on the road, enjoy unlimited flexibility in using your templates wherever you are.

Routine emails made custom-tailored and personal

With a rich set of inbuilt macros, there are dozens of ways to personalize your emails addressing people's specific concerns:
  • Insert the recipient’s name anywhere in a message.
  • Create a personalized subject line.
  • Dynamically attach files or entire folders.
  • Insert fillable text fields, date-picker calendars, and dropdown lists.
  • Pull relevant data from Excel sheets.
Customize your repetitive emails to the fullest extent possible and enjoy an improved engagement rate!
Make routine emails custom-tailored and personal.
Create dynamic email templates with conditions.

Dynamic templates with conditions

To tailor your messages to different situations and audiences, assemble templates dynamically using shortcuts or conditional If sections.

Reuse your existing templates as building blocks for new ones, without wasting time on rewriting, updating or copy-pasting anything. Make your messages more relevant by inserting specific parts of a template only when certain conditions are met, such as when the email subject or body contains or does not contain a particular word.

Team communications kept consistent

Easy and comfortable template sharing is the key concept. Created an eye-catching email offer? Share it with your colleagues. Made responsible for all email communications in your team? Store all templates used by your teammates in a shared folder, so your clients always get verified and up-to-date information.

If needed, shared folders can be password-protected and accessed only by those eligible. Extremely helpful for remote teams.
Keep all team communications consistent.
Create templates for meeting requests and appointments.

Not just email replies

The functionality of Shared Email Templates can be as minimal or as powerful as you need. Aside from email templates, you can create templates for meeting requests and appointments. All are fully customizable with rich-formatting, images, attachments and dynamic content.

Ideal for personalized mass mailings

Whether you are a top manager or junior assistant, you surely have friends to send season's greetings to or clients seeking business updates. There is no need to buy special Mail Merge software for this. Utilize templates that are already in your Outlook!

As an extra bonus, you'll get a collection of professionally designed ready-to-use HTML-based templates (8 layouts and 14 color themes), perfectly suited for newsletters and captivating promotional messages tailored for each recipient. You can even add personalized attachments in your mail merge campaigns!
Use email templates for personalized bulk mailings.
Maintain the unified email style with company-wide and team-wide signatures.

Company or team wide signatures

To maintain the same style of emails within the entire company, you can set up a company-wide signature with professional and consistent branding. Or you can create a different signature for each team with its own structure, contact details, promotional banners, etc.

All your data is safe & secure

Most importantly, your emails, files, and any data you have on your computer and your Microsoft 365 storage never leave your Outlook, computer and cloud. This isn't just a feature; it is zero-trust and privacy-by-design principles implemented in our software architecture.
And what's more, you can take control and maximize the security of your shared email templates by following a few simple steps.
All your data is protected.

60-day free trial

Start your journey to more productive and streamlined email communication now with a risk-free trial. No credit card required.

Get it from Microsoft
Works on
Outlook for Windows
including Windows tablets
Outlook for Mac
Office 365:
Outlook on the web (in browsers)
Microsoft 365:
Outlook on the web (in browser)
iPads
(Outlook on the web / in browser)
Android tablets
(Outlook on the web / in browser)
Shared Email Templates PDF

Ablebits Docs

Cheat sheets Online help pages How-to videos More reasons to choose the add-on.
For managers & decision makers.

System requirements

Shared Email Templates works on all platforms and devices.

Microsoft Outlook

  • Outlook for Microsoft 365
    (classic and new)
  • Outlook for Windows 2024
  • Outlook for Windows 2021
  • Outlook for Windows 2019
  • Outlook for Mac 2024
  • Outlook for Mac 2021
  • Outlook on the web (in browsers)
  • New Outlook for Windows

Browsers

  • Google Chrome
  • Microsoft Edge
  • Safari
  • Firefox

Platforms

  • Windows
  • MacOS
  • ipadOS (Outlook on the web)
  • Android (Outlook on the web)

All your data is safe and secure

Privacy and security FAQ

Do you read my incoming and outgoing emails?

No, we do not access or read your emails. Shared Email Templates stores your templates in a cloud database but operates locally in your Outlook and does not send your email content outside your computer.
Learn more.

Do you have access to my files in OneDrive or SharePoint?

No, we do not have access to your files stored in your OneDrive or SharePoint. Shared Email Templates interacts with these services from your Outlook to insert images or links, attach files to your emails, or upload files while you are adding attachments to email templates. When you use your templates, no single OneDrive or SharePoint file is sent outside of your computer and your cloud storage. This is how it works.

Do you capture what I type in my Outlook?

No. Being a modern Outlook add-in, Shared Email Templates is limited by the Microsoft Office extensibility architecture and therefore cannot capture your keyboard strokes when you type emails.

Where are my templates stored? Are they safe?

Your templates are securely stored in the Amazon Web Services (AWS) cloud, specifically in a Multi-AZ database encrypted by strong algorithms. This ensures the safety of your data.

What do you do to protect my templates and secure my data?

The protection and security of your data is our top priority. It's an integral part of our entire software development and data processing workflows: from coding and deployment to support and maintenance. We use the most secure AWS and Azure cloud services to store and transfer your data. We encrypt it with industry-standard encryption protocols and algorithms—whether at rest or in transit. Finally, our codebase is built on the best security and privacy guidelines to ensure the safety and integrity of your data.

Why does Shared Email Templates request so many permissions?

All the permissions requested by Shared Email Templates are necessary for its features to function properly. These permissions are used locally from your Outlook. Without them, the add-in wouldn't be able to, for example, insert templates at the cursor position, attach OneDrive or SharePoint files to your emails, add pictures, or fill in tables from Excel-based datasets.

What happens to the data I enter into template fillable fields?

Any data you enter into fillable fields remains in your Outlook. It is processed locally on your computer to be inserted into your email. We do not store, track, or transfer this data.

What about strict IT policies, such as in healthcare or finance sectors?

Shared Email Templates is designed to comply with strict data privacy regulations, such as GDPR, HIPAA, and CCPA. Also, you can add an additional protection layer to maximize safety and security of your data by following this guide. However, it will be prudent to consult with your IT department and check for specific policies prior to installing and using the add-in.

Do you track my activity?

We prioritize your privacy and record your last visit only - just for checking active subscriptions.

Do you share or sell my data?

No, we don't share, sell, or otherwise distribute your data to any third parties. Your data remains private. It's only used to run the service, as outlined in our Privacy Policy.

How can I retrieve my templates and delete my account?

You can export your templates at any time. If you want to delete your account, simply close it :) Or, if you're a member of a corporate team, contact your account administrator.

What happens to my data if I stop using Shared Email Templates?

If you stop using the add-in, your templates and profile data will remain available for 12 months after your paid subscription expires. After that, all your data will be automatically removed.

Do you have a security guide for non-technical users?

Yes, we offer a security guide that explains simply and clearly how to maximize the security of your shared email templates.

Choose your subscription plan

Yearly
Monthly
 Free Trial Business Enterprise Mail Merge Custom
$0.00
Free
 
$3.00
per user / month billed annually
$4.00
per user / month billed annually
$15.00
per user / month billed annually
 custom offer
for 50+ users
Performance vs. limitations

The limitations below are created not to impact the Outlook performance.

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Templates and folders

Not to impact Outlook performance, each team has a limit to the number
of items:

  • 1,024 in Enterprise and Mail Merge subscriptions
  • 512 in Business subscriptions
Total number of folders and templates the user can use personally and in all your teams
 7,000 1,500 7,000 7,000 7,000
Teams per user
Number of teams the user can be invited to
 6 3 6 6 by request
Company account
Centralized management of users, teams and subscriptions
Managed teams
Number of teams the company admin can create and manage
 unlimited unlimited unlimited unlimited unlimited
Mail merge

Free trial limitations

  • No more than 50 rows in a mailing list
  • "Powered by Shared Email Templates" notice
Use your Outlook mailbox for personalized newsletters, notifications, etc. Learn more →
by request
Subscription duration
 60 days trial period 12 months 12 months 12 months 12 months

Charities

For charities, we offer a complimentary 12-month Business subscription for up to 5 users.

Poland stands with Ukraine

We provide free yearly Business subscriptions for Ukrainian small businesses as well as nonprofit organizations and volunteers that help Ukraine. Some documents may be requested.

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