External User Manager sends out a variety of different emails to Requesters, Approvers, Admins, and Guests. You can control whether or not these messages are sent out through Notification Settings.
You can even go beyond simply enabling/disabling them and customize them individually, complete with your own Text, Images, Color Palette, and more.
Let's go through the email customization process to fully understand how you can make each message your own.
📧 Customizing Emails
Navigate to Settings > E-Mail templates and click on one of the Templates to open the Email Editor, where you can make changes to how the email looks.
🔠 Editing Text
The Email Editor itself gives you lots of customization options, allowing you to edit the Mail subject at the very top of the page.
You're also able to:
Edit all Email Body Text.
Implement different Variables within it (e.g., [*Team Owners*]) that will be autofilled with the correct information in the final email.
Change the Header Level (H1, H2, H3).
Edit the Font Size for non-header text.
Recolor both the Text itself and the Text Background.
Change Fonts.
Make the text Bold.
Select between three different Alignment options.
Vary the Padding of the text element across four axes.
🧱 Layout & Elements
It's also possible to change the layout of the Email by clicking the + button above or below one of the blocks.
You can add a:
Heading - Text that's meant to stand out and can be formatted as an H1, H2, or H3 title.
Text - Regular text that's usually seen underneath a heading, with a slider allowing you to regulate its size.
Button - A clickable element that allows you to send users to different pages.
Image - An image that will be included within the email and can be resized. It can also redirect you to a different page once clicked.
Avatar - Allows you to link an avatar image, often used to depict specific people within your organization.
Divider - Adds a dividing line between elements.
Spacer - Adds a blank space between elements.
HTML - Allows you to paste functional HTML code into the email.
Columns - Allows you to add up to three columns to the email body.
Container - Creates a section within which you can add several elements, allowing you to create denser, more intricate sections that contain different elements.
Each individual element can be Deleted or Edited with customization options tailored to its unique purpose. For instance, you can change the shape and size of Buttons.
🧩 Variables
You can also add different Variables to the Text/Buttons. Each variable represents a Group, System Element, or Action that will be automatically added into the final Email.
Here's the purpose behind each variable:
[*InviteeMail*] - The email address of the guest who has been invited to the team.
[*TeamName*] - The name of the team to which the guest has been invited to.
[*TeamOwners*] - The owners of the space to which the guest has been invited to.
[*RequesterName*] - The name of the user who invited the user into the space.
[*RequesterFotoBase64*] - The requester's profile image in Microsoft.
[*RequesterComment*] - The comment left by the requester when they were submitting the request.
[*ApproveLink*] - A direct link to approve the guest request.
[*RejectLink*] - A direct link to reject the guest request.
👁️ Viewing Options
You can View the finished version of your email by switching to Preview in the top left corner of the Email Editor.
It's also possible to switch to Mobile View to adjust how your email will look on smaller devices.
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected]