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How to use Email Templates?

There are four different types of templates available with Email Templates : New Message, Reply, Forward and Quote Templates.


New Message Templates

New Message Templates are used to create a new message from an existing template.  New Message Templates are 'applied' to an existing message by first opening the message or selecting the message from a chosen folder.  Various selections from the previous message are carried over to the new message in the form of elements.  The new message is then created when a template is selected from the template menu or template list and displayed for approval.  It can then be submitted by clicking the send or submit button in the toolbar, just like other new messages.  You can pre-address your template by entering the recipient's address in the template's To:, Cc:, or BCc: fields.
 

Reply Templates

Reply Templates are used to automatically create a custom reply to a message from an existing template. Reply Templates are email messages provided in a special folder.  As with New Message Templates, Reply Templates are 'applied' to an existing message by opening the message or selecting the message from a chosen folder. The To: field of the message is automatically filled with the sender's email address. The original subject will be retained with the Re: prefix added. The new message is then created when a template is selected from the template menu or template list and displayed for approval. It can then be submitted by clicking the submit button in the toolbar, just like other new messages.

Forward Templates

Forward Templates are used to automatically forward a message using a custom envelope created from an existing template.  As with New Message and Reply Templates, Forward Templates are 'applied' to an existing message by opening the message or selecting the message in the chosen folder. The template will retain the subject of the original message with the Fw: header added as a prefix. Like New Message Templates, the To: field does not carry over the sender's original email, although you may pre-address the message just as you would with the New Message Template. The new message is then created when a template is selected from the template menu or template list, and displayed for approval. It can then be submitted by clicking the submit button in the toolbar, just like other new messages.

Quote Templates

Quote Templates provide the functionality of a clipboard. Unlike the other templates, Quote Templates are applied to the message you are currently composing. These templates offer a place to store frequently-used text which can then be pasted into other messages. They appear as email messages in a folder. Normally these Templates are kept in a subfolder of Templates named Quote. When composing a new message you can click on the Quote Template button, select the desired text and automatically paste it into your new message. The text is pasted into the current location of the cursor inside the message. You may also use Quote Templates to create a new message, just as you would a New Message Template.
 

 

 

Need help customizing all of the features available with Email Templates? Below are a list of commonly used Tips and Tricks to help you get the most out of the package.

  • Getting Help

      The Email Templates Help File may be accessed under Help \ Email Templates Help Topics in the Outlook menu bar.

  • Creating Templates

      To convert a message into a template, simply drag it into your Templates folder within Outlook. Alternatively, to create a new template, select Actions \ Email Templates \ Create New Template from the Outlook menu bar.

  • What Is A Template

      Templates are normal messages stored in a special Outlook folder that is normally named 'Templates'. You may modify templates just like you do with any other message.

  • Addressing

      Templates may contain addresses, which are copied into the messages created from them. Pre-addressed templates can be quite useful in cases when you send frequent messages to a particular person or mailing list.

  • Processing Multiple Messages

      Templates may be applied to more than one message at a time. Simply select (highlight) several messages and then select a template from the menu. A new message will be created for every message selected. To have the new messages go straight into the Outbox, hold down the Control key while selecting the template.

  • Reply To All

      To use a Reply Template to reply to all the addressees of a message (i.e. not only to the sender), hold down the Shift key before applying the template.

  • Reply Including Partial Text

      Simply select (highlight) the section of the message you wish to include in your reply and then select a reply template from the menu. A new message will be created only inlcuding the text you wanted to include.

  • Single Step Send

      To have the message created by the template go straight into the Outbox (without first being displayed for approval), hold down the Control key while selecting the template.

  • Rich Text and HTML Formatting

      Templates may contain Rich Text or HTML, which is reflected into the newly created message. You must select the corresponding checkbox under Tools \ Options \ Email Templates Options for this to happen.

  • A Personal Touch

      The &sender_first_name; template element can automatically give a personal touch to template replies.

  • Messages To Contacts

      When you select a contact and activate a New Message Template, the newly created message is addressed to the contact.

  • Messages To Groups Of Contacts

      To send a template message to a list of contacts, select the contacts, and then select a New Message Template from the menu. A new message will be created for each contact. To have the new messages go straight into the Outbox, hold down the Control key while selecting the template.

  • Moving Processed Messages

      Use the 'et moveto' command to automatically move messages to a particular folder after applying a template to them. For instance, you can have reply templates move answered messages to a 'Replied To' folder after replying to them.

  • Changing The subject Prefixes

      To change the text before the subject of a Reply Template (Re:) or a Forward Template (Fw:), go to Tools \ Options \ Email Templates Options.

  • Organize Templates

      If you have a long list of templates, consider creating subfolders under the templates folders, and re-organizing the templates inside them. The subfolders will appear as submenus in the template menus.

  • Scripting

      Email Templates scripts can automate about every email task you can think of. For more information on scripting, please consult the help file under Help \ Email Templates Help Topics in the Outlook menu bar.

  • Preaddressed Templates

      When creating a template for a message you send to the same person over and over, you can make the message header information (To, Cc, and Subject) a part of the template. Once in the template, this information never has to be retyped into each mail message you send.

  • Shared/Public Templates

      Public Templates are used to share templates with other members of your Workgroup. To setup Public Templates, put the templates in a Public Folder, and then select that folder under Tools \ Options \ Email Templates Options \ Public Templates.

  • Template Elements

      For a list of template elements, please refer to the Introduction to Templates section of the Email Template's help file. The help file may be accessed under Help \ Email Templates Help Topics in the Outlook menu bar.

  • Automatic Templates

      Email Templates may be automatically activated through the Outlook Inbox Rules Wizard. They are available as a 'custom action' within the wizard. (Note: Custom actions are not supported in Outlook XP).

  • Automatic Deferred Delivery

      If you would like to defer delivery of a message until a later time, use the 'et defer' command (e.g. 'et defer 2 days'). This feature is quite useful for automatically sending follow-up messages to previously sent messages.

  • Activating More Than One Template

      Use the 'et redirect' command to activate more than one template with a single click (i.e. through a single template).

  • Asking Questions

      Use the &input.value; template element to prompt for information. The element will then be substituted with the entered text everywhere it is used in the template.

  • Extensions

      Email Templates Extensions are specialized scripts entered in the Extensions subfolder of the Templates folder. They can provide additional template elements and other functionality. Please take a look at some of our sample extensions.

  • Changing The Subject

      To set a different subject into a message created by a Reply or Forward Template, consider using the 'et set subject' command.

  • Message Attachments

      To include the attachments of the original message into a message created by a template, use the &attachments; template element.

  • Message Options

      When creating a new template, check the message Options (in the Outlook toolbar) for options such as 'Importance', 'Sensitivity', 'Reply To', etc..

       

       

       

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