Manage users via a company account

In Shared Email Templates for Outlook

Users' data in a company account

Detailed information on your company's users whose Shared Email Templates accounts were created via your company's account is available in the Users section in the Shared Email Templates web app. As a company administrator, you can see this section in the Manage Company view mode:
Click Users.

Users' data are presented in a table like the one in the screenshot below:
This is a sample list of users.
The structure of users' records is as follows:

  • Full name
    Users' full names are in the leftmost column.
  • Username
    The next column contains usernames assigned by a company administrator.

    Note. If a Shared Email Templates company account was created by a Global Administrator of a Microsoft Azure organization, the Username column isn't present in users' records.
  • Email address
    Users' email addresses are listed on the right of usernames.
  • Invited to teams
    If a user is a member of a team created by a company administrator, this will be mentioned under Invited to teams: "1 of 4", for example. "1 of 4" means that the user has already joined one of the four teams allowed in accordance with their Shared Email Templates subscription plan.
  • Subscription
    Users' Shared Email Templates subscription plans are specified here.
  • Subscription key
    In this column, a company administrator can see Shared Email Templates subscription keys assigned to users.
  • Subscription status
    To learn whether a user's subscription is active or not, take a look at Subscription status.

    Tip. If a user's subscription is expired, this user's whole record turns red.

You can filter users' records by both a subscription status (Active or Expired) and a subscription key. To start filtering, click the icon shown in the screenshot below:
Click the Filter icon.
To easily find a user among the others in the list, use the search box:
Use the search box if necessary.

How to create users via a company account

If you're a company administrator and want to create a user account, you can do that by following these steps:

  1. Go to the Users section in the Shared Email Templates web app and click the Create User icon at the top of the pane:
    Here is the Create User icon.
  2. A sidebar with the form to be filled in will appear:
    Fill in this form.
    Fill in all the fields in the Account section.
  3. Click the Subscription key field to assign a key to the user.
    Here is the Subscription key field.
    A list of available subscription keys will be shown in a pop-up window so that you can select the right key.

    Tip. If you have recently purchased some subscriptions and want to add the key associated with them to the list, go to Account Details in the Shared Email Templates web app and click the Add Key icon at the top of the pane:
    Click the Add Key icon.
  4. To let the user join the necessary team(s) right away, click the Add to Team button:
    Add a user to a team.
    In the Add to Team dialog window, select the team(s) of interest, pick a role that the user is supposed to take on there (User or Editor), and click Add:
    Decide on the user's team and role.
  5. When you're done with the Create user form, click the Create button:
    The Create button is at the bottom of the form.

As soon as you create the user account, the user will receive a notification email with their username and password.

Note. When trying to sign in to their account for the first time, the user will be requested to accept Terms of use and Privacy policy: Accepting Terms of use and Privacy policy is required.

The user will also be asked to change the password that you assigned to them temporarily:
A new password is needed.

How to import users

To save your time, create all the necessary user accounts at one go by importing users' records in bulk:

  1. Prepare a CSV file containing a table that has the following columns: FirstName, LastName, Username, Email, Password, and Key. Optionally, you can include two more columns: Teams and Permissions.
    Note. If several teams are intended for one and the same user and therefore should be listed within the same cell, separate their names with a semicolon. For example, "Sales;Support".
    Note. If a user is supposed to have different roles in the teams they're going to join, type in user permissions in the same order as the corresponding Teams using capital letters: U for User and E for Editor. Separate the letters standing for permissions with a semicolon. For example, "U;E" for "Sales;Support".
    Take a look at a sample table in Excel.
  2. On filling in your table with all the necessary data and saving your file, go to the Users section in the Shared Email Templates web app and click the Import Users icon:
    Use the Import Users icon.
  3. Select the file you need.
  4. Users' data will be imported into your company's account and added to the list of users. A message notifying you of the importing results will appear in a pop-up window:
    These are sample importing results.
    Click OK.
Note. If you get any errors while importing users to a company account, try to add the user(s) of interest via Create User for a more detailed explanation of the error(s) received.

How to import users from Azure Active Directory (for Global Administrators only)

Note. In Shared Email Templates company accounts created by Global Administrators of Microsoft Azure organizations, company administrators can import users from Azure Active Directory. While importing, they can choose Azure Groups if those exist in their global administrator accounts.

To start importing from Azure Active Directory, click Import Users:
Import users from Azure Active Directory.

Then assign a subscription key by using any of the two available options: Assign Key or Assign Key to Selected Users.
Assign a subscription key.

How to edit user profiles

To make some changes to a user profile, go to the Users section in the Shared Email Templates web app and click a row containing the user's data. The user profile will appear on a sidebar so that you can correct the user's first and last name, reset the user's password, assign a new key, create and edit custom profile properties, add the user to a team, change their role there, and drop the user from a team if needed:
This is a sample user profile.
You can also get access to editing a user profile, assigning a subscription key, and editing custom profile properties via the More menu in the user list. To open this menu, click the three dots next to a user's full name:
Pick the option of interest from the More menu.

Note. It's possible to assign a subscription key or edit custom profile properties for several users at once. Simply select the users of interest in the user list and click the corresponding icon at the top of the Shared Email Templates pane:
Click the necessary icon.

How to delete user accounts

To delete a user account, click the three dots that are on the right of the user's full name in the user list and opt for Delete:
Click Delete.
Alternatively, select a user in the user list and click the Delete icon at the top of the pane:
Here is the Delete icon.
You can also use the Delete the account and all user details option available at the bottom of a user profile:
Delete the account and all user details.

Note. To delete several user accounts at one go, select them all in the user list and click the Delete icon at the top of the Shared Email Templates pane.

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