Add a dropdown list to Outlook email template

This tutorial shows you how to add dropdown lists to your Outlook email templates, including multiple selections and database population. While Outlook doesn't directly support dropdowns, this guide provides creative workarounds.

Email templates save time, but manual data entry is tedious. Fillable text fields are helpful, but dropdowns are ideal for predefined choices. Creating dropdowns directly in Outlook is difficult, but using Word offers a simple solution.

Method 1: Word and Copy/Paste

1. Enable the Developer Tab: In Word, enable the Developer tab (instructions similar to Excel's).
2. Create the Dropdown in Word: Insert a "Drop-Down List Content Control" (single selection) or "Combo Box Content Control" (single selection plus custom input) from the Developer tab's Controls group.
3. Set Dropdown Properties: Use the Properties button to add items to your dropdown list.
4. Copy to Outlook: Copy the Word dropdown and paste it into a new Outlook message.
5. Save as Template: Save the Outlook message as an .oft template.

This method is easy but has a drawback: users might forget to select an item.

Method 2: Shared Email Templates (More Robust)

This method uses the Shared Email Templates add-in (available from Microsoft AppSource). It creates a mini-form prompting for dropdown selection.

1. Insert Macro: In the template editor, use the "Insert Macro" button and select "WhatToEnter".
2. Configure WhatToEnter: Choose "Dropdown list," provide a title, and list items.
3. Save Template: Save your changes.

This method ensures user interaction and avoids forgotten selections.

Multi-Select Dropdowns:

Shared Email Templates also supports multi-select dropdowns with checkboxes. Configure the "WhatToEnter" macro to enable multi-selection and specify a delimiter to separate selected items.

Populating from Excel:

Dynamically populate dropdowns from an Excel table or database using Shared Email Templates' dataset feature. The leftmost column of your dataset serves as the key column for the dropdown.

This tutorial provides versatile solutions for creating and managing dropdown lists within Outlook email templates, enhancing efficiency and user experience. Remember to download the Shared Email Templates add-in for the most advanced features.

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