🗎 Ant Text documentation

Getting started

Ant Text is a Microsoft Outlook add-in that makes you and your colleagues more efficient. With Ant Text you can write your emails easier and faster.

By using Ant Text you can help yourself and your company, with obtaining the following goals:

  • Ensure quality and consistency in your emails.

  • Add more value to your auto signatures with top banners.

  • Save time in the whole organization by sharing the same templates.

  • Improve your company or personal brand and customer service.

  • Create and send event and newsletters to different target groups

With only a few clicks, you can write very long and comprehensive emails with you own design.

The idea behind Ant Text is that you build up your own draft folder structure and create your own email drafts. Use uniform text, subject title, top banners, pictures, tables, hyperlinks and attachments for each email draft you create.

You’ll be able to use Ant Text for Outlook with all Outlook.com or Office365 accounts. You’ll need to add it for each email account you’d like to use it on. Ant Text will be available on every computer and browser you’re using.

Ant Text for Outlook add-in is supported in Chrome, Firefox, IE 10+, Edge, and Safari. On your desktop, you will also be able to access Ant Text in Outlook 2016 for PC/MAC and Outlook 2013 for PC.

In Outlook, click on the icon in the ribbon named “Get Add-ins”  

Search for “Ant Text” in the search bar and enable/install it.

When Ant Text is added, a new icon  will appear in your top ribbon.

Click Ant Text in the ribbon and log in with your Office 365 email account.

Open your favorite browser. (Check out which browsers we support above in point “Which accounts does Ant Text work with?” )  

Go to Ant Text add-in link and click “Get it now”

Log in with your Outlook.com account or Office for MAC (Outlook includes live.com and hotmail.com email accounts)

Give Microsoft permissions and click “Continue”

Note! The text in the box is related to Microsoft privacy policy and we as provider do not have any access to create, update or access to your emails. The only thing we have access to is connecting your email account with Ant Text add-in.

Click “Install”

Now Ant Text add-in for Outlook is added. Click “Ok” to get started.

Be sure that Ant Text is turned on in the “Manage add-ins” section before you start your Ant Text

Go to your Outlook and create a blank email. Click on the 3 dots  in the bottom right, and click  Ant Text.

The Ant Text menu will now appear on the right.

The Ant Text is now available on all devices (PC, MAC or mobile) you are using with the same email account.

Your license should be registered under Settings > Registration in the Ant Text Outlook add-in:

Select the Ant Text toolbar  in the top.

Select ”Settings” and “Registration”, and enter your license key under “Your license”. 

Then click the button ”Register license” (if you purchase online you will be registered automatically)

You can read about our terms and conditions, in our Ant Text agreement.

Plans and Pricing

After the free trial expires you will automatically be able to use your Ant Text with the limitations described under Ant Text Basic.

Every time you insert an Ant Text template this counts as 1 credit. When you insert the 11th  Ant Text template we will close the access and add 10 new credits the first day in next month. You will always be able to upgrade through our wizard.

Yes, your organization can use one or multiple licenses connected to same subscription. You still pay for 1 license per email account and can share licenses and templates directly through Ant Text.

For more information about enterprise plans and custom solutions, contact us at sales@anttext.com

Yes, you will receive monthly statement to your email that you can use as an invoice. You can choose annual subscriptions as well for your personal or organization and still receive an invoice so you can expense it.

We will ask for your contact information and then we will send you 1 invoice for your subscription on annual basis. This will be sent to the email address you have registered when you added the trial of Ant Text,

Ant Text for Office 365

1. Outlook desktop / Rich client version

In Outlook, click on the icon in the ribbon named “Get Add-ins”  , search for “Ant Text” and enable/install it.

2. Outlook online version

In the online version of Outlook, click on the gear icon Icon-Gear in the upper right corner, and select “Administer integrations”. From here you can search for “Ant Text” and install/enable it.

1. Outlook desktop / Rich client version

In the Desktop version of Outlook select the menu “File”, and click the icon “Manage Add-ins”. 

A new window will open, and from here you click the ✙ “plus” icon, and select the menu “Add from a URL”.

Now a pane will slide in from the right, and in the “URL” field you should enter: “https://owa.anttext.com/manifest.xml” and click “Next”. You will then get to the next page in the installation process, which asks you to confirm that you wish to install “Ant Text”. Click “Install”, and then “OK” in the resulting final step.

Now “Ant Text” should be in the list of your Add-ins. Make sure that “Ant Text” is “Turned on”, and you should be ready to use Ant Text.

2. Outlook online version

Start by logging in to you online Office 365 account.

From here you click the nine dots Icon-Dots  in the upper left corner of your browser. Then you click the icon named “Admin” Icon-Admin  and in the new menu to the left that appears, you select “Admin centers” and under that “Exchange”.

Then you should get to the “Exchange Administration” configuration screen. Under “Organization”, you will find the link to “Add-ins” – click this link.

From here you click the ✙ “plus”  icon, and select the menu “Add from URL”. A new dialog will appear, and in the “URL” field of this dialog you should enter: “https://owa.anttext.com/manifest.xml” and click “install”.

Now “Ant Text” will be displayed in the list of your add-ins, but note that Ant Text is disabled by default. This we will have to change, by clicking the “edit pencil”, and select the option “Mandatory, always enabled. Users can’t disable this add-in.”.

Now “Ant Text” should be installed.

1. Outlook desktop / Rich client version

In the Outlook Desktop client version, you first select “New Email” from the ribbon, and in the new empty email that appears, you select the “Ant Text” icon  from the rightmost part of the ribbon.

When you click this icon the “Ant Text” task pane will appear. When you are not composing a new email the icon will appear in the same place. 

2. Outlook online version

When you create a new email in the online version (OWA) “Ant Text”  is located at the bottom right of the screen.

But when you are reading an email the “Ant Text icon is in the upper right corner of the email.

In any case, clicking the icon will display the “Ant Text” task pane,

When you start “Ant Text” for the first time, a task pane will be displayed to the right.

The light grey buttons below the menu with the forward icon Icon-Forward are template folders, which can contain more template folders and/or templates. When you click one of those, you will be taken to the content of that template folder.

The white buttons with the Icon-Mail icon are the templates themselves, and when you click one of those, the content of the template will be inserted into the email you are composing.

Try to write a new email, start “Ant Text”, and click the different buttons to see how easily a complete template with design, layout, pictures and attachments can be inserted into your email, whether it’s a new email, response to a received email or forward of an email.

1. Give consent to Ant Text permissions

Now that you have tried to insert your first “Ant Text” template, it is time to create your own templates.

Before you can create a template, you need to allow Ant Text to access some areas of your mailbox. This is done by selecting a mail in your inbox in Outlook, and start “Ant Text”. Then you select the menu “Settings” and the menu item “Settings”.

Under the section “Login to Office 365” you click the button “Login to Office 365”, and then you will be presented with a window which allows you to give consent to the permissions that Ant Text requires.

2. Create an Ant Text template folder

Now that the connection is validated, you select the menu item “Ant Texts” under the “Settings” menu.

Here you can either create a “New folder” or a “New template”. To build your own structured hierarchy of templates, start by creating a new folder.

Select the area “Folders” and insert a name eg. “My First Folder” and description. Then click “Create new folder” and a folder named “My First Folder” will be created.

You will find the folder in your menu to the left, in your main folder “Ant Texts”.

If you are doing this in the online version of Outlook (OWA), you might have to refresh your browser (“Ctrl F5”) for these changes to appear.

3. Create an Ant Text template

When the “Ant Text” folders are visible in your menu, select “My First Folder” in the menu, and the default “Do not delete this template” mail contained in this folder. From here you can activate “Ant Text” again, and select “Settings” – “Ant Texts” and create a new template.

Select the area “Templates” and insert a name eg. “My First Template”  and a description. Then click “Create new template” and a new template with name “My First Template” will be created and inserted into the folder “My First Folder“.

You can now modify this template any way you want. You can insert your own text, layout, pictures and even attach files to it.

But it is very important that you do not send it from here!

This is because your template is saved as a draft on your exchange server, so if you send it from here it will disappear.

4. Send your new Ant Text template

What you do is click “New Email” – then activate “Ant Text” – click the button “Ant Texts” – “My First Folder” and then “My First template”.

Now you can use your template over and over again, without having to cut, copy & paste from previous emails, and without worrying about attaching the correct files etc.

5. Create your templates manually

You need to let “Ant Text” create the root folder called “Ant Texts” first, but after that has been done, you can create new folders by right clicking the “Ant Texts” folder, and select “New Folder”.

You can also create new templates by creating a new email, and save it as a draft. Your draft email will then be saved in your “Drafts” folder.

From here you can just drag the draft email into your “Ant Texts” template folder, and it will appear in the “Ant Text” menu.

6. Display names in the Home menu of Ant Text

In many cases, you might like the subject of your “Ant Text” template to be different from what is displayed in the “Home” menu in “Ant Text”.

The subject that will be inserted into your email, will off course be the subject that you have written in your “Ant Text” template, but the name displayed in your “Home” menu, can be changed for both folders and templates.

You do this by – in this example – selecting the “My First Template” template, in the “My First Folder” folder.

Then start “Ant Text”, select the “Settings” menu, and click the “Ant Texts” menu item.

In this illustration “Folders” and “Templates” are shown side by side, for the sake of briefness.

Note that we have selected the “Edit” tab of both the “Folders” and the “Templates” section. The text you enter in the “Name” field here, is the text that will be displayed in the “Home” menu of “Ant Text”.

You can alter the name and then click the “Update folder” or “Update template” button, and your changes will be committed.

You might also have noticed the toggle fields “Show this folder” and “Show this template”. If they are set to “No”, then the folder or template will not be displayed in the “Home” menu.

If you are a business or another form of entity, it’s often useful to be able to share your “Ant Text templates with colleagues, in order to be able to ensure brand and communication consistency.

Therefore “Ant Text” allows you to share your “Ant Text” template folders with others.

You can share your folder by selecting the folder in your “Ant Text” structure – start “Ant Text” – select the “Settings” menu, and the “Share folder” menu item.

You can share the selected folder by simply entering the email address of the person that you wish to share the folder with, and click “Share folder”.

If “Ant Text” is not installed on the email address, an email will be sent to the address, informing the owner that you would like to share your templates with the owner, as well as an installation guide for “Ant Text”.

It is important to note that the person which you share your templates with, will be able to use all your templates in the shared folder and its subfolders, unless they are marked as “Do not show”, but the person will not be able to alter your original templates.

If you no longer wish to share a folder with a person, you find the person below the “This folder is shared with” and click the close icon Icon-Close beside that person. When you click that icon, the folder will no longer be shared with that person.

In many scenarios, you will not have to create and manage your own templates, as they might be shared with you by your marketing, sales, service, administration or IT department. In this case, you can just go ahead, and use the templates they have shared with you.

However sometimes you might like to hide some of the “Ant Text” template folders, which has been shared with you.

This you can do by selecting the menu “Settings” in “Ant Text”, and then select the menu item “Share folder”. On this page, you select the tab “Shared with me”, where you can see the folders that others has shared with you.

If you wish to remove an “Ant Text” template folder permanently from your “Home” menu, you can click the close icon Icon-Close beside that folder, to remove the link. You can off course ask the person who shared the folder with you, to do so again, later on if the need should arise.

You can also toggle the setting “Show this folder”. If this setting is set to “Yes” it means that it will be displayed in your “Home” menu. If it is set to “No”, it will not be displayed in your “Home” menu, but you will still be able to toggle it back to “Yes”, and thus be displayed, when you need it.

When you create your “Ant Text” templates, you can use merge fields in them, which is especially useful if you share your templates with your colleagues, or you have a few values that needs to be changed every time you use a template.

“Ant Text” supports two kinds of Merge Fields.

1. Fixed merge fields

Fixed merge fields, are values which are related to your email account.

You can enter those values, by selecting the menu: “Settings” and then the menu: “Merge Fields”.

When you have entered the values that are relevant for you, all you need to do is click the button “Update Values” below.

Then the values will be stored in “Ant Text” so you can use them in your own templates, or templates shared with you.

2. Insert merge fields into your templates

To insert your merge fields into your template, the first thing you need to do, is to edit your “Ant Text” template.

Then start “Ant Text” and under the “Merge Fields” menu, collapse the “My Merge  Values” section, or scroll down to the “Insert Merge  Fields” section.

Then position your cursor in your “Ant Text” template, where you want the field to be inserted into your template. Next you need to select the field you wish to insert, and then click the “Insert Merge Field” button.

Now your merge field will be inserted into your template.

For some of the merge fields, like “Twitter URL”“Phone” and such, you have the option of not only inserting the text/URL, but also the option to insert a link around the text, or a link around the selected text or image.

3. Custom merge fields

You can also insert a “Custom merge field” into your “Ant Text” template.

When you select this option, you will be asked to select if it should be a “single line” or “multi line” merge field, and then provide a name for it.

Now save your template, go to your Inbox, and then create a new email, using that template.

When you insert your new template, there will be a new section in the “Ant Text” sidebar, called “Enter Merge Values”.

Here you enter the values for your custom merge fields, and click the button “Update Values” below, and your fields will be updated in your email –  simple as that.

Automatic “Out of Office“ replies have always been a nuisance to create, but with “Ant Text” it’s easier than ever. Why shouldn’t you brand yourself or your company in those automatic replies? Here is how you do it with “Ant Text”.

Create a new email, and insert your “Out of Office Ant Text” template into it, or create some new content, in the email.

Then just select the “Settings” menu, followed by the “Out of Office” menu in “Ant Text”, configure the few settings, and then click on the “Update Settings” button below – then your Automatic Out of Office replies will be set.

If you share your “Out of Office” templates with your colleagues, you can even combine these templates with the various kinds of merge fields, as explained previously.

There are a few settings in “Ant Text”, which might be worth knowing about.

You can see those if you select “Settings” from the “Ant Text” menu, and then again, the “Settings” menu item.

1. Main Settings

In the main settings you can toggle whether to show or hide “Ant Text demo data” and the “Ant Text Guide”.

If you are new to “Ant Text” we recommend that you leave both settings set to “Yes”, but as soon as you are familiar with how “Ant Text” works, you can set them to “No”. You can off course always turn both settings back on if you need to.

Hiding “Ant Text demo data”, will remove the “Demo data” button from your “Home” menu. This is especially useful if you only have your own, or one shared, “Ant Text” template folder, as your “Home” menu then will start directly in the root of that folder.

Setting “Show Ant Text Guide” to “No”, will remove the “Guide” menu, as well as removing some of the explanatory texts on the different pages. This is highly recommended once you know how “Ant Text” works, as it will “free space” and let you focus on what to do.

2. Consent to Ant Text

If you wish to create your own “Ant Text” templates, and perhaps share them with others, you need to give your consent to providing “Ant Text” with the permissions needed by “Ant Text”.

You do this by clicking the button “Login to Office 365”, and then give your consent.

Ant Text” is free to try for the first 14 days. After that you can still use “Ant Text”, but you will need to have a license for “Ant Text”, if you wish to avoid unnecessary delays when inserting your templates.

You can buy a license for “Ant Text” from the delay screens that are displayed when your trial period has ended, or by visiting anttext.com

When you have a license key, you can register it by selecting ”Settings” and “Registration”, and enter your license key under “Your license”. 

It’s important to note that a license key can be valid for several users, and that only users with a “Business” license will be able to share their “Ant Text” template folders, and assign licenses to others.

When you have filled in your license key, click “Register license”, and your license should be registered.

To make “Ant Text” easier for some organizations to administer, you can assign a license to other persons.

Again, you do this by selecting “Settings” in the menu, followed by the menu item “Registration”, but this time you select the tab “Users”.

If you wish to assign a license to a new user, all you have to do is enter the email address of the user, select which license type that you wish to assign to the user, and click the button “Assign license”.

If the user already has “Ant Text” installed, but does not have a license, the license will automatically be assigned to that user.

If the user does not have “Ant Text” installed, an email will be sent to the user informing the user that you wish to assign a license for “Ant Text” to the user, along with an installation guide for “Ant Text”.

If a user is no longer employed by your organization, changes email address or whatever, you might sometimes wish to remove the license from the user.

This can be done in the section “License in use by”, where you can remove the license from the user by clicking the Icon-Close icon besides the user.

Ant XL

 Ant XL is a tool included in Ant Text which you can use to send news and/or event emails to your clients, from your own email address. This is also known as sending bulk emails or campaigns. 

With Ant XL you can send personalized emails to your clients, based on data in an Excel spreadsheet, from your own email account. 

This guide assumes that you are familiar with Ant Text, and that you have mastered the art of creating your own Ant Text templates (check out this section and go to “How do I create my own templates?”) 

Before you can use Ant XL with your Ant Text Template, you will need to have an Excel Sheet (*.xlsx) which contains the email addresses that you wish to send to, as well as any additional data that you might want to include in your personalized emails. You can, for example, export data from your CRM, ERP, HR, LinkedIn, Facebook etc. with your right target group.

For example, you can have your email addresses in column B and the corresponding names in column C. 

Save this worksheet (for example, “Test.xlsx”) somewhere on your device, where you can find it again.

Now you’re ready for the next step – creating your newsletter that you wish to send to all the email addresses in your Excel sheet. 

Start by creating a new email , and insert an Ant Text Template .

With the template inserted, select “Ant XL – Event & Newsletters” from the Home menu in Ant Text.

Note that the text in the template as: “Dear [#EXCEL-COL:C#], is a merge field, which will be inserted into your email, from your Excel data sheet (replaces the letter “C” with the column containing the contact names).

In the Ant Text pane to the right, select Create a new event/newsletter email, and click the button “Next >”.

Once you’ve created your Newsletter, enter a name for the Newsletter, which is for internal/your use only. (eg. “Christmas 20xx”)

In the next field, specify the column in your Excel data sheet that contains your email addresses, for example – B.

And finally, select the Excel data sheet that you saved previously, which contains your data, by clicking the “Browse…” button and select your file.

Then click the button “Next >”, where you can preview your emails before they are being sent to each contact.

You will notice that the merge field “[#EXCEL-COL:C#]” has now been replaced with the value contained in our “C” column, of our Excel data sheet.  (or whatever column your contacts are in)

Once you have previewed a few of the emails to send, click the button “Next >”. 

In the next pane, you have to “Select delay”, which means the delay between each email you send. The reason for this is that most email servers will automatically block you from sending if you send too many emails in a too short time span.

A delay of 1-2 minutes should be considered safe to begin with, but you can decrease the delay after you have sent a few newsletters, as your mail server should adjust to you sending more emails from your own email address. 

You can also select whether or not you want to “Save copy to sent items”, which means that if you select this option, a copy of each individual email will be saved in your “Sent Items” folder. 

The option “Add unsubscribe link” will, if selected, automatically add an unsubscribe link to the bottom of your email. You could check this box for newsletters, and respect your recipients wishes, should they choose to unsubscribe. 

When you now click “Next >” your event or newsletters will be sent to a queue for delivery.

This means that you can now turn off your device and Ant Text will send your emails for you, even if you’re not online.

While Ant Text is sending your newsletters in the background, you can follow the progress, by creating a new email, launch Ant Text  and then select Ant XL – Event & Newsletters”.

In this case you select Follow existing event/newsletter email and click “Next >”. 

Then you can select which newsletter to follow, and even download statistics in an Excel data sheet, which contains information about whom you have sent to, which recipients that has read your mail, etc.