Shared Email Templates

Use an email template in Outlook

Insert a whole template into an email #

To insert an entire template into an email message, select the template on the add-in pane, and then select the Insert button.

To insert an entire template when creating or editing it, select the Insert button on the template editor toolbar.

To insert part of a template, select the template, select the part you want to insert, and then select the Insert button in the preview pane.

To insert part of the template you’re creating or editing, select this part, and then select the Insert button on the template editor toolbar.

With the DisableIf macro, you can prevent a template from being inserted if a specific condition is met.

In the template you’re creating or editing, place the cursor where you want the DisableIf macro placeholder to appear.
Select the Insert macro button on the template editor toolbar.
Select Disable if.
Use the macro dialog to set up a condition under which the template won’t be inserted.
- Select the field(s) to check: body, from, to, cc, bcc, subject, location, recipient’s or sender’s first, last, or full name.
- Select the condition type: “contains,” “doesn’t contain,” “contains any of,” “contains none of,” “is equal to,” “is equal to any of,” “is equal to none of,” “is empty,” “is not empty,” “matches regex,” or “doesn’t match regex.”
- Enter the text or regular expression that the specified field(s) will be checked for.
You can select the Case-sensitive checkbox for such conditions as “contains,” “doesn’t contain,” “contains any of,” “contains none of,” “is equal to,” “is equal to any of,” and “is equal to none of.”
To combine multiple conditions with the AND and OR logical operators, use the corresponding buttons.
When you’re done configuring the condition, select OK.
To keep the changes, save your template.

If the condition is met when you insert the template, you’ll see an error message informing you that the template can’t be used.

To clear the message body when inserting your template, you’ll need the Clear macro.

Start editing your template. On the template editor toolbar, select the Insert macro button.
Select Clear.
The Clear dialog will appear. With the body field selected, click OK.
Save the template.