#Configure an Email Template

Email templates allow you to customize emails which will be sent when violations are identified by Policy Enforcer rules that restrict users and user activities in Microsoft 365.

To configure email templates, navigate to Control Panel > Email Template, and the Email Template interface appears. You can perform the following actions in this interface:

• Create – Refer to the section below.

• Edit – Select an email template that you want to edit, and then click Edit on the ribbon.

• Delete – Select the email templates that you want to delete, and then click Delete on the ribbon.

• Configure Default Email Template – Click this button on the ribbon to configure a default email template by selecting the corresponding language. If the configured language in the Microsoft 365 account settings of recipients is not English, German, French, Italian, or Japanese, the email will be sent in the default language selected for that email template.

• Close – Click this button to exit the page and return to the Control Panel interface.

#Create an Email Template

Complete the following steps to create an email template:

1. Click Create on the ribbon. The corresponding configuration page appears.

2. Template Name – Enter a template name for the new email template, and then enter an optional Description for future reference.

3. Type – Policy Enforcer is automatically selected and cannot be changed.

4. Email Header – Click Browse and upload an image as the template header. You can click Reset to clear the uploaded images.

   • The uploaded image should be in one of the following file types: .jpg, .bmp, or .png.

   • The maximum size of the image is 1 MB.

   • The maximum height of the image is 96 pixels, and the maximum width of the image is 775 pixels.

5. Language – Select a language for the email template you are about to create. English, German, French, Italian, and Japanese are supported in the email template. The email template will be used according to the configured language in the Microsoft 365 account settings of the recipient. Each language you wish to add requires an individual email template.

   If the configured language in the Microsoft 365 account settings of the recipient is not English, German, French, Italian, or Japanese, the email will be sent in the default email template. For details on configuring a default email template, refer to the instruction in the Configure Default Email Template action below.

6. Email Subject – Enter the subject of the email. You can insert references into the subject text by clicking Insert Reference. A reference is a parameter that will call up the corresponding bit of information for which it is named specific to each individual email template.

7. Email Body – Enter the content that you want to be displayed in the email body. You can leverage references by clicking Insert Reference. A reference is a parameter that will call up the corresponding bit of information for which it is named specific to each individual email template. Select Include copyright information in the email body if you want to include the copyright information in the email body.

8. Click OK to save the email template, or click Cancel to return to the Email Template page without saving any changes