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..