Shared Email Templates for Microsoft Outlook / Gmail

Manage users

Admins of Shared Email Templates company or team accounts can manage their users in the Shared Email Templates app.

OutlookGmail

Users section in a company or team account

If you're an admin of a company or team account, you can access your users' records by opening the More menu on the Shared Email Templates pane in your Outlook or Gmail and selecting Manage account.
The Manage account option on the More menu

When the Shared Email Templates app opens in your default browser, go to the Users section on the Manage account tab.
The Users section

You'll see 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.

    Note. If a company or team account was created via signing up with Microsoft, 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, this will be mentioned under Invited to teams. For example, "1 of 3" means that the user has already joined one of the three teams allowed by their subscription plan.
  • Subscription
    Users' subscription plans are specified here.
  • Subscription key
    In this column, an admin can see 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 user accounts

Note. You must have available licenses to create user accounts.

Being an admin of a company or team account created via signing up with email, you can create a user account by following these steps:

  1. On the More menu on the Shared Email Templates pane in your Outlook, select Manage account.
    The Manage account option on the More menu
  2. In the Shared Email Templates app, go to the Users section and select Create User.
    Note. The Create User button is not available in company or team accounts created via signing up with Microsoft.

    Here is the Create User button.

  3. A sidebar with the form to be filled in will appear.
    The Create user form

    Fill in the Account section.

    Tip. You can also use Azure Active Directory to look for users' details. Just click this icon:
    Use Azure AD.

  4. Click the Subscription key box to assign a key to the user.
    The Subscription key box

    A dialog showing a list of available subscription keys will appear so that you can select the necessary key.

    Tip. If you have recently bought a subscription and want to add the key associated with it to the list, go to Account Details and select Add Key.
    The Add Key button

  5. 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, select a team, choose a role that the user is supposed to take on there (User or Editor), and then click Add.
    A team and a role
  6. When you're done with the Create user form, click the Create button.
    The Create button at the bottom of the form

As soon as you create the user account, the user will receive a notification email inviting them to sign in to their Shared Email Templates account with their email address and a one-time password.

Note. When trying to sign in to their account for the first time, the user will be requested to accept the Shared Email Templates 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 was assigned to them temporarily.
A new password is needed.

How to import users from Azure AD

Note. You must have available licenses to import users.
  1. On the More menu on the Shared Email Templates pane in your Outlook, select Manage account.
    The Manage account option on the More menu
  2. In the Shared Email Templates app, go to the Users section and select Import Users.
    Here is the Import Users button.
  3. With the Microsoft Active Directory option selected, click Import.
    Import users from Azure Active Directory.
  4. Sign in to your Microsoft work or school account via the Microsoft dialog that will appear.
  5. In the Import users dialog, select those of your colleagues whom you want to join your company or team account.
    Note. If you added some users to your account previously, they will be absent from the list of users shown in the dialog.

    If you want to change a subscription key that was assigned automatically, use any of the two following options: Assign key or Assign key to selected users. Then click the Import button.
    Assign another subscription key

  6. The Importing results dialog will appear saying how many rows have been processed and how many users have been imported successfully. Select OK.
    The Importing results dialog

    If something goes wrong, the importing results dialog will contain detailed information on the occurred errors. For example, an error will occur if your colleague already has a Shared Email Templates account and therefore can't be added to yours.
    The Importing results dialog containing an error description

    To see an error description in full, hover the cursor over it.
    An error description

    Tip. By clicking the icon shown in the screenshot below, you can copy importing results to the clipboard.

    The Copy to the clipboard icon

    Then you can paste the importing results into an Excel workbook, for example. With the Excel Text to Columns feature available on the Data tab, you can split the column containing the importing results. You need to select Comma as a delimiter.

How to import users from an Azure AD group

Note. You must have available licenses to import users.
Note. Microsoft 365 admin permissions are required.
  1. On the More menu on the Shared Email Templates pane in your Outlook, select Manage account.
    The Manage account option on the More menu
  2. In the Shared Email Templates app, go to the Users section and select Import Users.
    Here is the Import Users button.
  3. Select the Microsoft Active Directory group option, and then click Import.
    Import users from an Azure Active Directory group.
  4. Sign in to your Microsoft work or school account via the Microsoft dialog that will appear.
  5. Select a group, and then click Next.
  6. In the Import users dialog, select group members and click the Import button.
    Note. If you added some users to your account previously, they will be absent from the list of users shown in the dialog.

    If you want to change a subscription key that was assigned automatically, use any of the two following options: Assign key or Assign key to selected users. Then click the Import button.
    Assign another subscription key

  7. The Importing results dialog will appear saying how many rows have been processed and how many users have been imported successfully. Select OK.
    The Importing results dialog

    If something goes wrong, the importing results dialog will contain detailed information on the occurred errors. For example, an error will occur if your colleague already has a Shared Email Templates account and therefore can't be added to yours.
    The Importing results dialog containing an error description

    To see an error description in full, hover the cursor over it.
    An error description

    Tip. By clicking the icon shown in the screenshot below, you can copy importing results to the clipboard.

    The Copy to the clipboard icon

    Then you can paste the importing results into an Excel workbook, for example. With the Excel Text to Columns feature available on the Data tab, you can split the column containing the importing results. You need to select Comma as a delimiter.

How to import users from a CSV file

Note. You must have available licenses to import users.

Being an admin of a company or team account created via signing up with email, you can create user accounts at one go by importing users' records in bulk:

  1. Prepare an Excel file containing a table that has the following columns: FirstName, LastName, Username, Email, and Key. Optionally, you can include three more columns: Password, 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".
    Take a look at a sample table in Excel.
  2. When your table is filled with all the necessary data, save your file in a CSV format.
  3. On the More menu on the Shared Email Templates pane in your Outlook, select Manage account.
    The Manage account option on the More menu
  4. In the Shared Email Templates app, go to the Users section and select Import Users.
    Here is the Import Users button.
  5. Select the .CSV file option, and then click Import.
    Note. The .CSV file option is not available in company or team accounts created via signing up with Microsoft.

    Import users from a CSV file.

  6. Select the file you need.
  7. Users' records will be imported into your company or team account and added to the list of users. A dialog notifying you of importing results will show up. Select OK.
    The Importing results dialog

    If something goes wrong, the importing results dialog will contain detailed information on the occurred errors. For example, an error will occur if one of the users on your list already has a Shared Email Templates account and therefore can't be added to yours.
    The Importing results dialog containing an error description

    To see an error description in full, hover the cursor over it.
    An error description

    Tip. By clicking the icon shown in the screenshot below, you can copy importing results to the clipboard.

    The Copy to the clipboard icon

    Then you can paste the importing results into an Excel workbook, for example. With the Excel Text to Columns feature available on the Data tab, you can split the column containing the importing results. You need to select Comma as a delimiter.

How to export users' records

If you're an admin of a Shared Email Templates company or team account, you can export your users' records.

  1. On the Shared Email Templates pane in your Outlook or Gmail, open the More menu and select Manage account.
    The Manage account option on the More menu
  2. In the Shared Email Templates app that will open in your default browser, on the Manage account tab, right-click Users and select Export users.
    The Export users option

In a .csv file that will be downloaded to your device, you'll find all your users' email addresses, names, subscription keys, and teams.

How to provide a user with admin rights

Being an admin of a company or team account, you can grant admin rights to another user.

How to edit user profiles

To make some changes to a user profile, go to the Users section in the Shared Email Templates app and click a row containing the user's record. The user profile will appear on a sidebar so that you can correct the user's first and last name, assign a new key, create and edit 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 profile properties via the More menu in the users' list. To open this menu, click the three dots next to a user's full name.
Select the option of interest from the More menu.

Note. It's possible to assign a subscription key or edit profile properties for several users at once. Simply select the users of interest in the users' list and click Assign Key or Edit Properties.

Click the necessary button.

How to hide My templates, Signatures, or Mail merge

If you're an admin of a company or team account, you can make My templates, Signatures, or Mail merge unavailable to all or selected users.

  1. On the More menu on the Shared Email Templates pane in your Outlook or Gmail, select Manage account.
    The Manage account option on the More menu
  2. In the Shared Email Templates app in your default browser, go to the Users section on the Manage account tab.
    The Users section
  3. Select users, and then click Edit properties.
    The Edit properties button
  4. Select the necessary checkbox(es).
    Choose what to hide.

How to disable file attachments and image insertion

Being an admin of a company or team account, you can prevent users from attaching files and inserting pictures from OneDrive, SharePoint, local storage, and URLs.

  1. On the More menu on the Shared Email Templates pane in your Outlook, select Manage account.
    The Manage account option on the More menu
  2. When the Shared Email Templates app opens in your default browser, go to the Users section.
    The Users section
  3. Select users whom you want to prevent from attaching files and inserting pictures. Then click Edit properties.
    The Edit properties button
  4. Select the necessary checkbox(es).
    Choose which option(s) to disable.

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 users' list and select the Delete option.
Click Delete.

Note. To delete several users' accounts at one go, select them all in the users' list and click the Delete button that is above the users' records.

How users can edit their profiles

In accounts created via signing up with email

To open your profile, click the three dots in the lower-right corner of the Shared Email Templates pane, and then select Profile.
Open your profile.

There are four sections in your profile: My Account, My License, My Properties, and My Teams.
A sample user profile

  1. Click the Edit Account icon if you want to change your name, email, date of birth, or password. You can also choose between two macros styles, subscribe to Ablebits newsletters, and check whether the Use single sign-on (SSO) where possible option is selected.
    Note. The selected Use single sign-on (SSO) where possible option in your profile enables the single sign-on feature (SSO). As a result, Shared Email Templates will require you to authenticate just once, and then you can insert images or attach files from OneDrive and SharePoint without repeated authentication checks.

    To learn more, visit these help pages:
    Inserting images from OneDrive and SharePoint: SSO
    Attaching files from OneDrive and SharePoint: SSO

  2. To copy your subscription key, click the Copy the key to clipboard icon.
  3. To see the properties of your account and add new ones, click Edit properties.
Note. You can make a request for the personal data associated with your profile (except for passwords) by going to Profile > Request my account data. As soon as you click Request my account data, an email message containing the requested information will be sent to the email address that is stated in your Shared Email Templates account. If the message is missing from your inbox, check your junk email.

In accounts created via signing up with Microsoft or Google

You can open your profile by clicking the three dots in the lower-right corner of the Shared Email Templates pane and selecting Profile.
Open your profile.

Your profile has four sections: My Account, My License, My Properties, and My Teams.
An example of a user profile

  1. Click the Edit Account icon if you want to change your name or email address, enter your date of birth, or allow Ablebits to send you newsletters. You can also choose between two macros styles here.

    Additionally, you can make sure that Use single sign-on (SSO) where possible is on.

    Note. The selected Use single sign-on (SSO) where possible option in your profile enables the single sign-on feature (SSO). As a result, Shared Email Templates will require you to authenticate just once, and then you can insert images or attach files from OneDrive or SharePoint without repeated authentication checks.

    To learn more, visit these help pages:
    Inserting images from OneDrive and SharePoint: SSO
    Attaching files from OneDrive and SharePoint: SSO

  2. You can copy your subscription key by clicking the Copy the key to clipboard icon.
  3. To see the properties of your account and add new ones, click Edit properties.
Note. You can make a request for the personal data associated with your profile (except for passwords) by going to Profile > Request my account data. As soon as you click Request my account data, an email message containing the requested information will be sent to the email address that is stated in your Shared Email Templates account. If the message is missing from your inbox, check your junk email.

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