Reply using a template in Outlook 2016-2007

Template Phrases add-in for Outlook help

Reply using Outlook template

Template Phrases is an add-in that lets you avoid typing the same text again and again. You save the most popular phrases as templates and add them any time you need. Using templates in Outlook can hardly be easier! Below you'll find how to instantly paste the necessary text into your email and how to assign shortcuts to your Outlook templates.

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Use a specific template in your email

If you need to reply to a message using a particular email template, you can choose one of the following four ways:

  1. Double-click on the email template in the tree.
  2. Select a template and click on the Paste icon to the left. Click once to paste your template
  3. Select a template in the template tree and click the Paste icon on the Template Phrases toolbar.
  4. Select a template in the template tree, right-click on it, or click on the icon with 3 dots to the right of it and select the Paste option.

Assign a shortcut to an Outlook template

You can easily assign a keyboard shortcut to a specific template and have it inserted into the message by pressing a hotkey.

Here is how to create a shortcut to a template in Outlook:

  1. Select the email template in the list and click Edit.
  2. Click on a little arrow next to the Shortcut: field at the bottom of the Edit template window. Assign shortcuts to your Outlook templates
  3. Select a shortcut for the template from the drop-down list. There are 10 shortcuts available from Ctrl+Shift+9 to Ctrl+Shift+0.
  4. Click "Save" in the Edit template window to confirm the changes. The templates with shortcuts are marked with numbers from 1 to 10 in the template tree. Templates are marked with respective shortcut numbers
Tip. To remove a shortcut to a template in Outlook, edit the template and select None in the Shortcut: field.

Insert templates automatically when you create a message

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, create a reply, etc.:

  1. Select the template in the list and click on the Edit icon;
  2. Click on a little arrow next to the Shortcut: field at the bottom of the Edit template window. Assign shortcuts to your Outlook templates
  3. There are 4 special shortcuts you can choose from the drop-down list:
    • Select New if you'd like the template to be inserted into all new email messages by default;
    • Select Reply if you want the template to be inserted into all replies you create;
    • Choose Reply to All if you need the template each time you click "Reply to All";
    • Select Forward for the template to be available in all forwarded messages.
    Pick the shortcut you need.
  4. Click "Save" in the Edit template window to confirm the changes. The templates with shortcuts are marked with the respective message icon in the template tree so that you can reply using a specific template in a click!

Use the Paste Options button to specify the template text format

To save your time on applying the same formatting to the email text, you can use the Paste Options button.

  1. Insert a template into an email and see the Paste Options button below a block of pasted text. See the Paste Options button appear below a block of pasted text
  2. Click the button to find a list of options and specify how Template Phrases needs to paste the information into your document. Click on the needed option to specify how Template Phrases needs to paste the text

The available options depend on the type of content you are pasting and the format of the text where you are pasting.

Tip. You can set the default paste option for your templates. Click on the Paste Options button -> click Set Default Paste -> Cut, Copy, and Paste -> Pasting from other programs. Pick the correct formatting option from the drop-down list.

Thus, Template Phrases gives you a number of handy ways to insert the template text the way you need.

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