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

Consider the following points:

  1. The steps described below relate to a Shared Email Templates personal account. If you want to enjoy the advantages of having a company account, create it by following this guide:

    How to manage a company account

  2. 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 subscription keys, close teams. Your first step is to create an account:

How to create an account

Step 2: Activate a subscription key

You can activate your subscription on receiving your subscription key. The number of users that a key is intended for depends on the number of subscriptions it covers.

How to activate a subscription key

Step 3: Create a team and encrypt it

You can create a team and, optionally, encrypt it. 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 encrypting teams:

Encryption and your data protection

Note! This is end-to-end encryption, so save your Team Password in a safe place. Since we don't have access to your password, we won't be able to restore it if you forget it.

Step 4: Invite 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 an invitation to join the team. This is how it looks like:
The invitation to a team

Step 5: Pass your Team Password and subscription 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 do that. The built-in New team member welcome email template in My Templates will help.

  1. Go to My Templates and find New team member welcome email:
    Here is the template you need.
  2. Right-click the template and select Copy:
    Copy the template.
  3. Select the necessary team as a destination folder:
    Select a team.
  4. In a new email message, enter your teammates' email addresses into the To field, and then paste the template by clicking the Paste icon:
    Insert the template into an email message.
  5. Since there are several ~%Insert macros in this template, the text of the necessary team and profile properties will be inserted automatically. So the message body will contain the name of the team, the subscription key, and the Team Password:
    Here is the new team member welcome email message.
  6. Send this email to your teammates.

Step 6: Manage users

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

How to manage your team