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Text Templates using Email to Text

A built-in Outlook feature that allows you to save an email — including the subject and message body — as a reusable template for quickly sending text messages through TextBetter’s Email-to-Text solution.

SMS Templates Overview

 Compose once, save as a template, then reuse it whenever you need to text someone. When you’re ready to send a text, address the email to the recipient’s mobile number like this: 15551234567@textbetter.com (10-digit number + @textbetter.com).

Why it’s good for TextBetter users:

  • Saves time on frequent messages (reminders, confirmations, follow-ups).

  • Keeps wording consistent (brand voice, compliance/opt-out).

  • Stays inside Outlook/Exchange, so your existing archiving, DLP, and retention policies apply automatically.

Requirements

  • Outlook version: “New Outlook” for Windows or Outlook on the web where the Mail template button is available.

    • If you don’t see Mail template, use the My Templates add-in or Quick Parts (classic Outlook) instead.

  • Permissions: A standard mailbox (your own mailbox or a shared mailbox you can compose from).

  • Formatting note: Keep templates SMS-friendly (plain text). Avoid images/tables; include opt-out text where appropriate (e.g., “Reply STOP to opt out.”).


How to Create & Use a Mail Template (Individual User)

Step 1. Create a template

  1. Open a new email in Outlook.

  2. (Optional) Add a short Subject.

  3. In the message body, type your SMS-friendly content and placeholders, e.g.:

    Hi {FirstName}, this is {BusinessName}. Your appointment is on {Date} at {Time}.
    Reply C to confirm or R to reschedule. Reply STOP to opt out.

  4. On the ribbon, click Mail template ➜ Save email as template.

Create SMS Templates for Email to Text

  1. Give the template a clear Name (e.g., “Appt Reminder – SMS”) and Save.

Step 2. Use a saved template to send a text

2. Use your template to send a text

  1. Click New Email.

  2. Click Mail template ▾, then choose your saved template. Outlook will insert the subject and message body automatically.

    Select SMS template

     Select SMS Template for Email to Text

  3. In the To: field, type the phone number followed by @textbetter.com, for example:
    15551234567@textbetter.com

  4. Personalize placeholders ({Name}, {Date}, etc.) if needed.

  5. Click Send.

    • Your message is delivered as a text via TextBetter.

How to manage existing templates

Click Mail template ▾ → Template settings to open your list of saved templates.
There you can:

  • Edit a template → change wording or update placeholders.

  • Delete templates you no longer use.

  • Rename templates for clarity.

SMS Templates for Email to Text

How to edit or delete a template

  1. Start a New Email.

  2. Click Mail template to open your template list.

Select SMS template

  1. Choose Template settings (or the edit/delete controls), update the content or Delete.

SMS Template Settings

Tips

  • Keep messages concise to avoid multi-segment texts.

  • Avoid heavy formatting; plain text renders best in SMS.

  • Test once by texting yourself before broad use.