Create Outlook email template with fillable fields, variables, and dropdown

Three methods for creating Outlook email templates with variables, text fields, or dropdown lists, prompting for input before sending. If you frequently reply to similar emails, Outlook templates offer automation. However, manually updating variables is error-prone. This guide demonstrates how to create templates that request information and automatically insert it.

Method 1: VBA Macro for Variable Insertion

This method uses a VBA macro to insert variable information into an email template. A simple template with "[date]" and "[percent]" placeholders is used as an example.

The VBA code prompts for values based on the email subject:

' ... (VBA code as provided in the original text) ...

Input boxes appear for each variable:

The entered values are inserted into the email:

Key points:

• The template is identified by its subject ("Your subscription expires soon" in this example). Change this to match your template.
• Placeholders (e.g., "[date]", "[percent]") must match exactly. Add similar code blocks for additional variables.

Creating the template:

1. Create a new email, add placeholders, and set a unique subject.
2. Save as an Outlook template (.oft).
3. Open the VBA editor (Alt F11), paste the code, and save.
4. Restart Outlook.
5. Create a new email based on the template.
6. Enter values in the input boxes and send.

Troubleshooting:

1. Restart Outlook after adding the VBA code.
2. Ensure the subject and placeholders match exactly.
3. Check that macros are enabled in Outlook settings.

Method 2: Shared Email Templates Add-in

This method uses the "Shared Email Templates for Outlook" add-in. This add-in allows creating templates with fillable fields and custom formatting.

1. In the add-in, create a new template. You can copy text from an existing email.
2. Select a placeholder and click "Insert Macro".
3. Choose "WhatToEnter," select the field type (e.g., Date, Text), set the window title, and insert.
4. Repeat for additional fields.
5. Save the template.

When using the template, a form appears for input:

The completed email is then ready to send. Note that this method doesn't require enabling VBA macros in Outlook.

Method 3: Dropdown Lists in Shared Email Templates

Adding dropdown lists is similar to Method 2. In step 3, choose "Dropdown list," specify the window title, and list items one per line. You can allow users to edit the list or restrict them to the predefined options.

The resulting template and input form will include the dropdown lists.

Conclusion:

These three methods provide flexible ways to create dynamic email templates in Outlook, eliminating manual data entry and reducing errors. The choice depends on your comfort level with VBA and your preference for add-ins. Shared Email Templates offers a user-friendly, macro-free alternative.

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