Create and Share Email Templates

For you and your team. In desktop and online Outlook.

Free up your Outlook time with custom email templates. Make comprehensive templates with your own design, graphics, rich formatting, hyperlinks and attachments. Or draft your responses, put placeholders where needed, and quickly get personalized replies. Share templates across your own devices, whether it is a PC, Mac or Windows tablet, and with your colleagues.

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Shared Email Templates

Create compelling email templates for you and your team

Reply to emails with a click or tap.
Quick replies for Outlook emails
If responding to emails is a part of your daily routine, there's no need to type the same text manually over and over again. Compose your response just once, save it as a template and reuse whenever you want.
Use Outlook drafts as email templates
Create a draft in Outlook using all features of its rich text editor, pre-fill the Subject line, populate Cc and Bcc addresses. Link the Outlook folder containing your drafts to Shared Email Templates and use these drafts as templates for new messages or quick replies.
Use macros in your templates
HTML-based templates
Make your emails look attractive
Use the built-in visual editor to embellish your templates with basic formatting or take advantage of all HTML means to create professionally designed email messages.
Personalize your replies
With the help of template macros, you can automatically attach files from a URL or cloud-based storage, fill in the To, Cc, Bcc and Subject fields. Also, you can put placeholders in the template's text and enter context-specific information on the fly.
Use macros in your templates
Share templates with colleagues
Share templates with colleagues
Use your email templates either solely on your own or create teams, invite members, and share templates in teams. Naturally, you can adjust permissions for your teammates depending on their role.
Run on PC, Mac, Windows tablet
The app lets you access templates from all your devices as they are stored in a cloud-based sharing service and work on Outlook for Windows, for Mac, and Outlook online.
Run on PC, Mac, tablet, etc.
Touch-enabled devices
Feel free to tap
Shared Email Templates supports touch-enabled devices and makes Outlook touch-friendly, so even in the field with no keyboard at hand you can comfortably use your Outlook templates.
Manage user permissions
You can set three permission levels for your team members. Admin can manage templates and a team; editor may edit, create and delete templates; user is able to only insert templates into email messages.
Manage user permissions
Protect your templates
Protect your templates
To protect your privacy, you can enter your own secret key while creating a team. This will encrypt all templates in the team and save them to the cloud in coded form.
Secure your privacy
We can neither decrypt or read your templates nor access your external resources credentials, so they cannot be shared with third parties. We do not use any scanning tools, do not track or log your actions.

Your templates and teams are your property, and we guarantee that at the moment you close your account all your data will be deleted from our servers.
Secure your privacy
Protect your templates
Not only for Office 365
In addition to Office 365 accounts, Shared Email Templates works for paid Exchange Online subscriptions, on-premise Exchange 2016+ clients and even for free Outlook.com accounts.

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Frequently asked questions

What is Shared Email Templates and what do I need it for?

Shared Email Templates is an add-in for Outlook and web application that lets you create formatted templates from scratch or selected text, preview, edit, organize in folders and add to Favorites. You can easily reply to emails with templates and personalize your replies with the help of macros.

Templates are stored in a cloud-based service and you can access them from any device and Outlook version. Moreover, you can share your templates with colleagues and adjust user permissions for them.

It's not a set of predefined themed templates, not email-marketing or email tracking software. It's a tool to create your own templates for Outlook emails.

How to use Shared Email Templates in Outlook?

To start using your templates, simply install the add-in, sign in, create a team and invite your mates. If you have security concerns, just encrypt your templates with your own secret key.

Can I use the add-in in both desktop and online Outlook?

Sure! Desktop Outlook for Windows (2016, 2019) and for Mac (2016, 2019) are supported, as well as Outlook online. You can use the app in the following browsers: Google Chrome, Microsoft Edge, Microsoft Edge (Chromium-based - beta support), Safari, and Firefox.

Please note, Outlook should be connected to Office 365, Outlook.com or Exchange 2016+.

Can I make my email replies personalized?

Yes. You can get the name of the recipient inserted automatically, add addresses to the Cc, Bcc, Subject fields, insert information into the message body with the help of macros. While creating your templates, simply pick the required macro from the list.

What if I don't want my teammates to be able to edit my templates?

If you are the creator of a team, you define permissions for team members. You may give them no permissions and they will be able only to insert your templates into their email messages, or you can give them the editor or admin permissions depending on your wish.

Can I remove members from teams?

Yes! But only if you've got the admin permission or you are the creator of a team.

Can I share my templates with anyone?

Almost. You can invite only those users to your team who have a Shared Email Templates account, otherwise it would be technically impossible for them to use shared templates.

Is there a way to protect my templates?

You can protect your shared templates by encrypting them. To do this, you enter and confirm the secret key when you create a team. We do not have any access to your data in encrypted teams as we get it only in coded form.

Is my private information safe?

It is. We store only information that is needed for the correct functioning of the tool: your email address, password, templates, and teams. We do not access your external resources credentials, such as Microsoft, Office 365, Outlook, OneDrive, etc. accounts. You can find more information on the Privacy, security & data safety page.

On how many devices can I use Shared Email Templates?

The number of devices on which you can use the tool is not limited. However, according to the subscription plans below, you can use the tool on 4 simultaneously running client apps. You can have several client apps on one device, e.g. Outlook Online in your Chrome and desktop Outlook can be connected simultaneously and are treated as two separate client apps. Find other terms and conditions in the Shared Email Templates End-User License Agreement.

Available subscription plans

Current version - Beta 2, Stable


Free Business Beta Business
Template size (plain HTML)

65.000 symbols including all HTML elements.

64Kb 64Kb 64Kb
Members in team

Number of people you can share templates with.

3 32 32
Teams per user

Number of teams you can create or be part of.

1 3 3
Items in team (folders and templates)

Number of shared folders and templates you can create.

20 512 512
Items in Personal Templates (folders and templates)

Number of private folders and templates you can create.

40 512 512
Client apps per user

You can have several client apps on one device, e.g. Outlook Online in your Chrome and desktop Outlook can be connected simultaneously and are treated as two separate client apps.

4 4 4
Technical support service

Our support team is always eager to help you via email, live chat, or phone.

Subscription duration Unlimited 6 months 12 months
License quantity 1 user 10 users 1 user
Pricing Free Free

Contact us to get your invitation.

$3 / mo
Performance vs. limitations

In the first place, the limitations are aimed at keeping the app UI responsive and not impacting the Outlook performance.

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System requirements

Microsoft Outlook

  • Outlook on Windows connected to Office 365
  • Outlook on Mac connected to Office 365
  • Outlook on Windows 2019
  • Outlook on Windows 2016
  • Outlook on Mac 2019
  • Outlook on Mac 2016
  • Outlook on the web
  • Note! Outlook should be connected to Office 365, Outlook.com or Exchange 2016+

Browsers

  • Google Chrome 78 and higher
  • Microsoft Edge 44 and higher
  • Microsoft Edge (Chromium-based)
    beta support 79 and higher
  • Safari 12 and higher (limited support)
  • Firefox 69 and higher

Any questions or comments?

Please contact us here

Our working hours:
12:00 am - 10:00 am PST; 3:00 am - 1:00 pm EST; 8:00 am - 6:00 pm CET.

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