How to deploy Shared Email Templates

In Microsoft Outlook

In this guide, you will find instructions for IT pros on how to deploy, activate, create a team & invite members, and manage Shared Email Templates for your Microsoft Outlook users.

Before you start

Before you start, bear in mind that Shared Email Templates includes two components:

Note. This manual is relevant to the Outlook add-in only, not to the web app.

Step 1: Create an account

As an admin, you can create teams, invite users, manage access permissions, manage license keys, close teams. Your first step is to create an account:

How to create an account

Step 2: Activate your license key

When you have received your license key, you can activate your account. One license key may be activated for several users depending on the subscription plan. Each of your users should activate the key for their account:

How to activate license key

Step 3: Create a team and encrypt it

You can create a team and, optionally, encrypt it to secure your privacy. To do this, you will enter and confirm the Team Password.

How to create and manage teams

How to encrypt your team

Here is more information on why we recommend you to encrypt your teams:

Encryption and your data protection

Step 4: Invite your users and grant them permissions

When your team is created, you can invite users manually by entering their emails and checking permissions:

How to invite team members manually

Or you can import a .CSV file with all the emails and permissions:

How to import emails and permissions

As soon as you click the Send invite button, your colleagues will receive invitations to join the team. This is how it looks like:
The invitation to a team.

Step 5: Pass the Team Password and license key

To secure your privacy, we do not pass the password and key automatically, so this is your responsibility to communicate them to your colleagues. However, we've created an easy way for you to pass the keys. The built-in New team member welcome email template in your My Templates folder will help.

  1. Go to the My Templates folder and find New team member welcome email:
    New team member welcome email.
  2. Right-click the template and select Copy:
    Copy the template.
  3. Select your team as a destination folder:
    Select your team.
  4. –°reate a new email, enter the email addresses of your colleagues into the To field, and paste the template to your message body by clicking the Insert icon:
    Insert the template into email.
  5. As the template includes the Properties macros, you will see the Team Password and license key as well as the name of your team inserted automatically:
    The Welcome team member email.
  6. Send this email to your colleagues.

Step 6: Manage users

You can change the team members' permissions, remove them from the team, edit your team or close it:

How to manage your team

Ask a question (posted publicly)

If you have any questions or issues with this add-in, please feel free to post your concerns in the comments area. As soon as we answer, a notification message will be sent to your e-mail. If you do not want to share your thoughts in public, please contact us at