TemplateManager365 can save everything in your current store - personal or team - to a single file on your device, and bring templates from a file back into either store. This page explains why you would want to, and walks through both steps.

Why export your templates

A few situations where having a backup file is useful:

• A backup you keep for yourself, in case anything ever happens to your templates.
• Moving between accounts or stores. If you are switching to a new mailbox, or moving your templates from your personal store into a team store (or the other way round), exporting is how you take them with you.
• Sharing a set of templates with a colleague. Export your templates, send them the file, and they can import it into their own store.

How to export your templates

1. Open TemplateManager365 and go to Settings, using the link at the bottom of the add-in.
2. Open the Export section and start the export.
3. Progress is shown while your templates and folders are gathered up. This can take a little while if you have a lot of templates or large attachments - you can cancel at any point if you need to.
4. When it is ready, choose Save file and pick where to save it on your device.
5. If some templates could not be included, you will see a clear list of which ones and why, and the file will still contain everything that succeeded.

The file contains every template and folder in the store you had open at the time - there is no way to export only part of a store.

How to import templates

1. Open TemplateManager365 and go to Settings.
2. Open the Import section and choose the backup file from your device.
3. TemplateManager365 checks the file and shows you a preview of what it contains - the folders and templates it is about to add - before anything is changed.
4. Confirm to go ahead. Progress is shown while templates are brought in, and you can cancel at any point.
5. Everything that was added lands together in a new folder named “Imported” followed by the date, so it is easy to find and, if you ever want to, easy to remove.

A backup taken from a personal store can be imported into a team store, and a backup taken from a team store can be imported into a personal store - the file itself does not care which kind of store it came from.

Attachments and inline pictures are brought across exactly as they were, so templates look and work the same after the trip. Recipients that were saved in older templates are not carried across when importing, so a template someone shares with you never arrives already addressed to anyone.

What importing never does

Importing only adds. It never changes, renames or deletes anything already in your store - your existing templates and folders are left exactly as they were, whatever you import.

Why a file might be refused

TemplateManager365 checks a file carefully before importing anything, and will refuse it with a plain explanation rather than guessing. The usual reasons are:

• It isn’t a TemplateManager365 backup. The file needs to have been created by TemplateManager365’s own export - any other file is refused.
• It was created by a newer version of TemplateManager365 than the one you have installed. Updating the add-in and trying again resolves this.
• It contains something that isn’t safe to import. Anything that looks like it could run code or otherwise behave unsafely once opened is refused, rather than brought into your store.
• It is too large to handle at once. If your templates add up to more than can be exported or imported in a single file, get in touch and we will help you get a copy another way.

In every case, nothing is changed in your store until a file has passed these checks.

Troubleshooting

A file is refused when I try to import it. First check it is genuinely a file that TemplateManager365 exported, rather than one that has been renamed or edited. If you are confident it is, make sure your add-in is up to date - a backup made by a newer version of TemplateManager365 cannot be read by an older one, and updating usually fixes it.