One workspace for every email your team sends again and again. Write it once with fillable fields for the parts that change, and anyone on the team fills it in and sends it in seconds.
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Write the reply your team sends repeatedly, or describe it in a sentence and let the AI assistant draft it with the fields already in place. Mark the parts that change, the recipient's name, the date, the invoice number, as fillable fields. Your name and your company details fill in by themselves. Save it to a shared folder and the whole team has it.
Open the template and fill in a short form: a name, a date, an amount, whatever changes per use. The rest of the email is already written, already approved, exactly as it should be. Ten seconds, no hunting through the last email you sent for the wording.
With the WordFields Chrome extension, pick the template inside Gmail, fill it in and it lands in the reply without leaving the page. Or click Copy and paste it into Outlook, Apple Mail, your help desk or any other tool. Either way, it is in your sent folder in seconds.
Canned responses and quick parts solve a personal problem: saving the text you type often. They don't solve a team problem. When twelve people on support each keep their own saved replies, you get twelve versions of the refund policy email. Some are current, some aren't, and none are visible to the person who decides what gets sent in the company's name.
In WordFields every template lives in one shared workspace, in folders by team. Admins and Managers edit the source; everyone else fills it in and sends. Update it once and the whole team has the new version that moment.
Text, numbers, dates, a choice from a list, a yes-or-no toggle. Each field has a hint so whoever is sending knows what to enter, and a default where one makes sense. A named field repeats its value wherever it belongs, so the customer's name typed once fills every mention.
Merge tags fill in what is already known, your name, your company's details, today's date, and formulas work out the rest: a due date two weeks out, the days an invoice is overdue, a sentence that depends on a choice.
Most tools make you choose: an email template manager or a document generator. WordFields does both. Your support team uses snippets for consistent replies. Your legal team uses document templates for contracts and NDAs. Your HR team uses both: the offer letter email and the offer letter itself.
One plan. One workspace. One place your team goes for anything they send repeatedly, whether it ends up in an inbox or in a client's hands as a Word document.
Support, HR, sales, operations: every team has emails it sends again and again. All of them live in the same workspace.
Use it for acknowledgement emails, complaint responses, refund replies, service disruption updates and escalation notices: consistent replies in seconds, whoever is on shift.
Use it for offer letter emails, rejection messages, welcome messages, onboarding instructions and reference requests: the same professional tone every time, without rewriting.
Use it for cold outreach, follow-ups, meeting confirmations, proposal introductions and price increase letters: approved messaging, personalised per deal in seconds.
Use it for supplier onboarding, contract renewal notices, approval requests and internal announcements: structured emails that always include the right details.
Not answered here? Ask us and we reply the same day.
A text snippet is a saved, reusable block of text you write once and insert wherever you need it: an email reply, a CRM note, a support ticket, a Slack message, a web form. In WordFields, a snippet has fillable fields for the parts that change each time, so you fill in a name, a date or a reference number before inserting it rather than hunting through the text to replace them by hand. An email template is a snippet written for an email.
Canned responses and quick parts are saved per person, not shared across a team. They have no fields, so you still find and replace the client name, the date or the amount every time, and there is no single version: when the approved wording changes, everyone's saved reply stays outdated until they update it themselves. WordFields templates are shared by the whole team, have fillable fields for what changes, and update for everyone the moment an Admin changes them.
TextExpander and Text Blaze are text expansion tools: you type a shortcut and a fixed block of text is pasted, which you then edit. WordFields is a template tool. It prompts you to fill in the variable parts, a name, a date, an amount, a choice from a list, before the text is inserted, so the result is filled in correctly every time with no find-and-replace afterwards. WordFields also gives teams a shared workspace with folders and permissions, one current version of every snippet, and export to PDF, HTML and Markdown.
No. Open a template in WordFields, fill in the fields and click Copy: the finished email is on your clipboard, ready to paste into Gmail, Outlook or any email client, on any device. The WordFields Chrome extension is optional and recommended: it opens, fills and inserts templates without leaving your inbox or any other web-based tool.
Any email client that accepts pasted text: Gmail, Outlook, Apple Mail, Superhuman, Fastmail, Zoho Mail, your help desk. Copy works everywhere. The WordFields Chrome extension adds one-click insertion inside Gmail and any other web-based tool, without leaving the page.
Anywhere you can paste: a CRM, a help desk ticket, a Slack message, a Google Doc, a web form. With the Chrome extension you pick a snippet, fill in its fields and insert it into any text box in the browser. You can also export a filled-in snippet as PDF, HTML or Markdown when the clipboard is not the right output.
Text fields, numbers with a format, dates that can default to today, a choice from a fixed list, and yes-or-no toggles, plus formulas that work out a date or an amount from the other fields. A named field repeats its value wherever it appears, so a name typed once fills every mention. Merge tags fill in what is already known, such as your name, your company details and the date, without anyone typing them.
Yes. In a WordFields team workspace, Admins and Managers create and edit templates. Everyone else opens and uses them but cannot change the source. When a template is updated, the whole team gets the new version at once; there is nothing to redistribute.
Yes. Workspaces have folders with role-based permissions: sales templates in a sales folder, HR templates in an HR folder, support replies in a support folder. Each team sees what is relevant to them and nothing more.
Yes. Every WordFields plan includes email snippets and Word and Excel document templates in the same workspace. Your support team uses snippets for replies; your legal team uses document templates for contracts and NDAs. One plan, one workspace, both covered. See how document templates work.
Yes. The free individual plan lets you build and use your own template library with no time limit. Team workspaces, with shared templates, folder permissions and team management, are on paid plans. See pricing.
Every email template in the WordFields library is free. Save one to your workspace, fill it in, send it, in under a minute.
Try it free in WordFields Free for individuals. $4.99 per user/month for teams.