Time-saving, professional and sleek
Fantastic add-in! Shared Email Templates makes Outlook so much easier - quick reusable templates, mail merge, and shared signatures save me tons of time and keep my emails professional. A real productivity boost!
Nothing leaves your Outlook
Your templates are securely stored in the cloud, while all actions run locally.
Works on
Microsoft 365
New Outlook for Windows
New Outlook for Windows
Windows
Classic Outlook for Windows
Classic Outlook for Windows
macOS
Outlook for Mac (desktop)
Outlook for Mac (desktop)
Web browsers
Outlook on the web (Outlook Online)
Outlook on the web (Outlook Online)
iPad
Outlook on the web (in browser)
Outlook on the web (in browser)
Android tablets
Outlook on the web (in browser)
Outlook on the web (in browser)
No access
to the files you attach
Templates only save references to your files, not the files themselves. When you insert a template into an email, the add-in uses Microsoft's secure APIs to instruct Outlook which files to attach. Outlook then pulls your attachments directly from OneDrive or SharePoint. All your data stays within your cloud storage.
No keystroke capture
Your privacy is completely protected. Although the add-in runs within Outlook, it does not monitor, intercept, record, or log anything you type. This includes email content, subject lines, recipient addresses, search queries, and any other user input. Any information you enter remains strictly inside Outlook on your device and is never transmitted to any external service.
True end-to-end encryption
Password-protected teams do more than restrict access to authorized users who know the password. This also enables end-to-end encryption for all team content, adding an independent layer of protection beyond our infrastructure security.
Choose your data
hosting region
Select where your data is geographically stored to ensure you meet your local privacy laws, internal policies, and data residency requirements. No matter which region you choose, your data is hosted securely on enterprise-grade infrastructure provided by Amazon Web Services (AWS), one of the world’s leading cloud platforms.
Your data, your control
Privacy and security frequently asked questions
Do you read my mail?
No, we do not access or read your emails. All your templates are stored in a cloud database, but Shared Email Templates operates locally in your Outlook and does not send your email content outside your computer.
Do you capture what I type in my Outlook?
No. Being an Outlook add-in limited by the Microsoft Office extensibility, Shared Email Templates cannot capture your keyboard strokes while you are typing emails.
Do you have access to my OneDrive or SharePoint files?
No, we do not have access to your files. The add-in interacts with OneDrive and SharePoint from inside your Outlook to insert images or links, attach or upload files - no single file leaves your device or your Microsoft 365 cloud.
What happens to the data I enter in template custom input fields?
Any data you enter in input fields remains in your Outlook. It is processed locally on your computer. We do not store, track, or transfer this data.
Where are my templates stored? Are they safe?
Your templates are securely stored in the distributed Amazon Web Services (AWS) database in the region you choose: USA, European Union, or Australia. The database is encrypted with industry-standard protocols whether at rest or in transit. This ensures the safety of your data.
Why does the add-in request so many permissions?
The add-in is designed following the principle of least privilege. It only asks for the permissions it needs for proper functioning - and only when it's necessary. These permissions are used locally, so your data never leaves Outlook.
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 and is only used as outlined in our Privacy Policy.
Do you track my activity?
We only record your last visit - just to check your subscription status and make sure it's active.
What happens to my data if I stop using Shared Email Templates?
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.
How can I retrieve my templates and delete my account?
Do you have a security guide for non-technical users?
Yes, we provide a security guide that explains how to maximize the security of your shared email templates.
What about compliance with GDPR, HIPAA, CCPA, and other privacy and data protection regulations?
Shared Email Templates works locally - no data leaves your Outlook and Microsoft 365 environment. However, email templates in general aren't meant for highly sensitive information, as it can be shared unintentionally. With that in mind, the add-in is fully compliant with GDPR, HIPAA, CCPA, and other regulations.
Security best practices checklist
Follow a 9-point plan to add an extra layer of protection to your templates and data.
Open security checklistLegal documents
Access our full set of legal, privacy, and security documents, including terms, policies, and data protection measures.
Data processing addendum (DPA)
Our commitments as a data processor under GDPR and similar laws.
View DPATechnical and organizational measures (TOMs)
Details of the security and organizational safeguards we apply.
Read TOMsCookies declaration
A full list of cookies in use, their purpose, and retention period.
View declarationSubprocessors
Vendors we rely on to deliver the services, with their roles and locations.
View subprocessors listRequired permissions in Microsoft 365
The exact set of permissions requested by our Outlook add-in.
View permissionsWhat our users say
Excellent in so many ways
I've been using Shared Email Templates for over a year and its such an excellent add-on that saves our charity 100s of hours by enabling us to respond quickly and efficiently to queries received.
Easy to use - what a time saver!
What an amazing addition to the email platform. It's easy to use and saves me so much time. The responses I provide are consistent in content and help to ensure that inquiries are answered in a timely manner. Definitely recommend.