Tips & Tricks

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..