# Templates Create saved replies for the team or for yourself, insert them while you write, and use placeholders that fill in customer details. A template is text you'd otherwise write again and again: a quote follow-up, a "your job is booked in", a request for a remittance. Save it once, then insert it into any email or reply. **Settings** > **Templates** (the screen is headed **Message Templates**) is where templates are made. **Shared** templates are for the whole team and are set up by an administrator. **Private** templates are yours alone. ![The Templates screen in TeamEmail Settings, headed Message Templates and described as creating reusable message templates for quick email composition, with the Shared and Private tabs above the list.](https://www.neuracrm.com/help/teamemail/settings/templates.png) *Shared templates for the team, private ones for you, each tab with its own folders.* > **Before you start:** > > Anyone can create private templates and insert any template they can see. For shared templates you need to be a TeamEmail administrator. ## Create a template - Go to **Settings** > **Templates**, and select the **Shared** or **Private** tab. - Select **Create shared template** or **Create private template**. - Enter a **Name** you'll recognise in the list, such as `Quote follow-up`. ![The template form, here open on an existing shared template called Quote Follow-up; a new template has the same fields. Under Template Details: Name, Quote Follow-up; Subject, Following up on your quote, with the hint Optional - used when composing a new email; Folder set to Quotes; Access reading Shared - visible to team members; and an Inbox Scope switch, Available for any inbox, turned on. The Body, below a formatting toolbar, reads Hi {{customer_name}}, followed by a line checking in on the quote and a sign-off from Ironvale Industry.](https://www.neuracrm.com/help/teamemail/settings/template-form-cropped.png) - Optionally enter a **Subject**, and choose a **Folder**. - For a shared template, decide who can use it under **Inbox Scope**. Leave **Available for any inbox** on for everyone, or turn it off and tick the inboxes it belongs to. - Write the **Body**, using placeholders where the details change (see below). Select **Create**. A message confirms **Template created**, and it appears in the template list whenever someone composes or replies. **You're done when** the template is in the list, and it shows up under **Message templates** in the composer. ## Organise templates in folders Select **Create folder**, enter a **Folder Name** such as `Quotes`, and select **Create**. Folders belong to the tab you're on. Deleting a folder doesn't delete its templates: they simply stop being in a folder. ## Insert a template while you write - In an email or reply, put the cursor where the text should go. - Select the template button in the toolbar along the bottom of the composer. The **Message templates** panel opens, with shared templates in their folders and your private ones underneath. ![The Message templates panel open over the composer, with a Search templates box, a New from draft option, a Shared group holding three folders, Quotes, Service Updates and Accounts, and a Private group reading No private templates. A preview area on the right reads Select a template to preview, and a hint at the foot says Type / in editor for quick access.](https://www.neuracrm.com/help/teamemail/write-and-send/template-picker.png) - Open a folder, or enter a word in **Search templates**. Point to a template to preview it. - Select the template. Its text is added at the cursor. - Read it through, change anything specific to this customer, and send as usual. **Faster:** enter `/` in the message and start typing a template's name. Matches appear straight away; select one to insert it. In a new email, inserting a template from the panel also fills in the **Subject**, if the template has one, replacing anything already there. Templates inserted with `/`, and templates in a reply, leave the subject as it is. **You're done when** the template's text is in your message, with its placeholders filled in. ## Placeholders Enter these in a template's subject or body exactly as shown. When someone inserts the template into a reply, TeamEmail swaps each one for the real value from the conversation. *Placeholders a template can use* ![A reply to Yvonne Braithwaite open inside a conversation, sending from Service Desk to facilities@trentsidefood.co.uk, after the Quote Follow-up template was inserted. The message now reads Hi Yvonne Braithwaite, where the template says {{customer_name}}, followed by the line checking in on the quote and the sign-off. Eleanor Whitfield's signature sits below it.](https://www.neuracrm.com/help/teamemail/settings/template-inserted.png) *The Quote Follow-up template after inserting it: {{customer_name}} has become Yvonne Braithwaite.* A placeholder that can't be filled stays exactly as written, braces and all. That usually happens in a brand-new email, which has no conversation to take details from. **Always read an inserted template before you send it.** ## Save a template from something you've written Written something you'll need again? With the text in the composer, open **Message templates** and select **New from draft**. Give it a name, keep **Private**, and select **Save**. To make a template the whole team can use, create it here in **Settings** > **Templates** instead. ## Change or delete a template Select a template to open it, make your changes, and select **Save**. To delete it, select **Delete** in the same panel and confirm. ## If something doesn't look right **A template your colleague uses isn't in your list.** Shared templates can be limited to certain inboxes. You'll only see it if you're a member of one of them. **The email says `{{customer_name}}` instead of a name.** The placeholder couldn't be filled. Replace it by hand before sending.