Shared Email Templates for Microsoft Outlook / Gmail

Manage teams

If you're an admin of a company or team account, you can create and manage teams.

Note. To be able to use team templates, an admin must be added to a team as a user. To be able to create and edit team templates, an admin must be added to a team as an editor.

OutlookGmail

To access a list of existing teams, open the More menu on the Shared Email Templates pane in your Outlook or Gmail and select Manage Account.
The Manage Account option on the More menu
When the Shared Email Templates app opens in your default browser, go to the Teams section on the Manage Account tab.
Here is the Teams section.

On the right, you'll see existing teams. You'll also see how many members each team has and how many users and editors are there.
Information about teams

For quick actions, open the More menu by right-clicking a team.
Open the More menu.

How to create a team

To create a new team, follow these steps:

  1. On the Manage Account tab in the Shared Email Templates app, right-click Teams and select Add Team.
    The Add Team option
  2. Into the form that will appear, enter the name of a new team. You can also describe the team and protect its future templates with end-to-end encryption if you want to. When you're done, select Save.
    Creating a new team

    Note. If you decide to encrypt a team, you'll be responsible for providing users with the team password. It won't be possible to change or remove the team password.

How to add users to a team

  1. On the Manage Account tab in the Shared Email Templates app, right-click a team and select Add Users.
    Add team members.
  2. You'll see a list of users who are not members of the team. Select those users whom you want to join the team, decide on their permissions (User or Editor), and then click Add.

How to import users from Azure AD

  1. On the Manage Account tab in the Shared Email Templates app, right-click a team and select Import Users.
    Import team members.
  2. With the Microsoft Active Directory option selected in the dialog, click Import.
    Importing from Azure AD
  3. A Microsoft dialog will appear. Sign in to your Microsoft work or school account to proceed.
  4. Select the users who should join the team, grant them permissions (User or Editor), and, if necessary, change a subscription key that was assigned automatically.
    Selecting users from Azure AD
  5. Click Import.

How to import users from an Azure AD group

Note. Microsoft 365 admin permissions are required.

  1. On the Manage Account tab in the Shared Email Templates app, right-click a team and select Import Users.
    Import team members.
  2. Select the Microsoft Active Directory group option and click Import.
    Importing from an Azure AD group
  3. Sign in to your Microsoft work or school account.
  4. Select an Azure AD group, and then click Next.
  5. Select those users whom you want to add to the team, grant them permissions (User or Editor), and, if necessary, change a subscription key that was assigned automatically.
    Selecting users from an Azure AD group
  6. Click Import.

How to remove a user from a team

If you want to remove a user from a team, open the More menu that is next to the user's name in the team's list, and then select the Remove User option.
Removing a user from a team

How to edit a team and team properties

To edit a team, right-click it on the Manage Account tab in the Shared Email Templates app, and then select Edit Team.
The Edit Team option

To add, edit, or delete custom team properties, right-click a team on the Manage Account tab in the Shared Email Templates app, and then select Team Properties.
The Team Properties option

Note. To easily edit a team member's profile, change their permissions, or leave them out of a team, use the More menu that is next to each user's name in the list.
View the More menu.

How to find a team password

If you're a member of an encrypted team and you have already got access to it, you can find the team password on the Shared Email Templates pane in your Outlook or Gmail.

  1. Select an encrypted team and scroll down the team's preview.
  2. In the Team password box, click the eye icon.
    The team password in the team's preview
  3. For security reasons, verify your identity:
    • In accounts created via signing up with Microsoft, by signing in to your Microsoft work or school account.
    • In accounts created via signing up with email, by entering your Shared Email Templates account password.

How to close a team

To delete a team that is not needed anymore, right-click it on the Manage Account tab in the Shared Email Templates app, and then select Close Team.
The Close Team option

Note. When you close a team, all its templates will be deleted.

Responses

Pagin says:
November 17, 2024 at 8:20 pm

Hi there, I have created templates and saved these under 'My templates' but I am unable to copy or move these templates to the team I created. Everytime I click move or copy My team does not show as an option in the list?

Olivier says:
August 15, 2024 at 2:46 pm

Hi there,
Is there the possibility to transfer templates from a user to a team? Unfortunately, I purchased a key for a team but the templates created in the past are stuck with the user that I can't access due to the expired previous key. Any help is welcome!

Vivian says:
September 20, 2023 at 2:51 pm

Hi, I'm trying to add users to my team, but when trying to use the Import Users from AD option the Import users box pops up but it's stuck loading. The single Add Users option doesn't appear to be working for me either.

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