How to move your existing templates into Typedesk

You can move your existing reusable messages into Typedesk manually, even if they currently live in documents, spreadsheets, email templates, notes, or another text-expansion tool.

A little preparation makes the move much cleaner.

Make a backup first

Before changing or removing anything from your current system, save a backup of the original content.

Keep the backup until:

• The important templates are in Typedesk.
• Formatting has been checked.
• Links have been tested.
• Variables work correctly.
• Your team has started using the new library.

Review what you already have

Create a simple list of your existing templates.

For each one, record:

• Current name
• Purpose
• Shortcut
• Owner
• Folder or category
• Last updated date
• Whether it should be moved
• Whether it contains sensitive information

This review often uncovers duplicates and outdated replies before they reach the new library. A migration is an excellent excuse for a little spring cleaning, even when it is nowhere near spring.

Choose what to move first

Start with templates that are:

• Used frequently
• Shared by several people
• Important for customer communication
• Difficult to recreate
• Connected to an active workflow

Leave unused, duplicate, or outdated messages behind unless they are needed for historical reference.

Create the folder structure

Build a simple folder structure in Typedesk before moving the content.

Keep it easy to understand. You can always expand it later.

Recreate each template

For each approved message:

1. Create a new template in Typedesk.
2. Add a clear name.
3. Copy the reusable text.
4. Review the formatting.
5. Replace changing information with variables.
6. Add a shortcut.
7. Save the template.
8. Test it in a basic text field.

Do not assume formatting, variables, or dynamic content from another tool will behave the same way in Typedesk.

Check every link and variable

Old templates may contain:

• Expired links
• Former employee details
• Old pricing
• Outdated policies
• Incorrect product names
• Variables that no longer make sense

Test the completed output, not only the template inside the editor.

Move the templates in batches

Do not move the entire library in one giant session.

A safer process is:

1. Move one folder.
2. Test the templates.
3. Ask the intended users to try them.
4. Fix problems.
5. Continue with the next folder.

This makes errors easier to find and keeps the project manageable.

Is there an automatic import option?

Automated import availability, supported formats, and handling of folders, shortcuts, formatting, and variables should be confirmed against the current Typedesk version before publishing instructions.

Until those details are documented, use the manual process above or contact Typedesk support about the current migration options.