Manage webinar emails in Microsoft Teams

Notify, remind, and update registered attendees about an upcoming webinar with webinar emails.

Types of webinar emails

There are different types of webinar emails that inform and remind people about their approval status, event details, and more.

Type of email	What it does	When it's sent
Attendee registration	Notifies recipient that their spot is reserved for the event.	Immediately
Attendee pending approval	Informs recipient that their registration request has been received.	Immediately
Attendee waitlisting	Informs recipient that the event is full, but they've been added to the waitlist & will be notified if a spot opens up.	Immediately
Attendee rejection	Informs recipient that the event is at capacity and their registration request can't be accepted.	Immediately
Attendee cancellation	Confirms registration cancellation by an attendee.	Immediately
Webinar cancellation	Notifies registered attendee that the event has been cancelled.	Immediately
Webinar date time update	Updates registered attendee about changes to the event's date or time.	Immediately
Webinar reminder	Reminds registered attendee about the upcoming webinar.	1h before event starts*
Event recording available	Notifies attendee that the event recording is published and ready to review. Event recording emails won't be sent to external presenters.	As soon as recording is published

Modifying reminder email send times is unavailable for events scheduled less than an hour before their start times.

Edit webinar emails

Notes:

Editing webinar emails is an advanced feature, available in events with up to 3,000 attendees. For use of this feature in larger events, your org must have attendee capacity packs to enable instances up to 100,000.
If you had Teams Premium prior to April 1, 2026, you'll continue to have access to this feature in events up to 100,000 attendees until the expiration of your license. To learn more about Teams licensing for events, please contact your IT admin.

By default, webinar emails are automatically drafted using templates in Teams. However, in events of up to 3,000 attendees, edit them before they're sent.

To edit webinar emails:

Select Calendar in Teams.
Select the webinar you want to edit emails for.
Select View event > Manage event .
Select Emails.
Select Edit in the row of the email you want to edit. You can edit:
- Sender name
- Email subject
- Banner and logo images
- Body of the email
Make changes to the content of the email. Then:
- Select Preview email to see how the email will look to recipients.
- Select Keep editing to make more changes,
- Select Cancel to discard your edits.
Select Save.

Important: If an organizer doesn't edit reminder email content, each attendee and organizer will see the email translated in their browser's default language. If an organizer customizes the email, attendees will see it as it was written in the organizer's language.

Change reminder email send time

By default, reminder emails will be sent to registrants an hour before the event starts. In events of up to 3,000 attendees, edit the send time to notify attendees sooner.

Notes:

Changing reminder email send times is an advanced feature, available in events with up to 3,000 attendees. For use of this feature in larger events, your org must have attendee capacity packs to enable instances up to 100,000.
If you had Teams Premium prior to April 1, 2026, you'll continue to have access to this feature in events up to 100,000 attendees until the expiration of your license. To learn more about Teams licensing for events, please contact your IT admin.

To change the reminder email send time:

Select Calendar in Teams.
Select the webinar you want to edit emails for.
Select View event > Manage event .
Select Emails.
In the Reminder email row, select 1h before event starts.
Set how many hours or days before the event to send the reminder email. Select Save.

Screenshot of reminder email send time editor in Teams.

Webinar email reminders must be sent a minimum of one hour before the event starts.

Turn off webinar emails

Webinar emails are turned on automatically when you create a webinar. You can turn them off at any time before you publish the event site.

To turn off webinar emails while scheduling a webinar:

In the scheduling form, go to Setup > Details.
Under Event access, turn the Enable attendee emails toggle off.

To turn off webinar emails for a scheduled webinar:

Select Calendar in Teams.
Select the webinar you want to edit emails for.
Select View event > Manage event .
In Details > Event access, turn the Enable attendee emails toggle off.

Important:

This setting will turn off all Teams webinar emails, including cancellation and event recording emails.
You can only change this setting before the event site is published.

Manage emails through integrations

Set up and manage webinar emails by integrating non-Microsoft marketing automation tools into Teams. Implement webinar integrations before publishing the event site.

To start using webinar integrations:

Select Calendar in Teams.
Select the webinar you want to edit emails for.
Select View event > Manage event .
In the scheduling form, select Connect apps.
Select the marketing automation tool you want to use for your webinar. This will take you to the documentation, where you can find instructions to set up the necessary integrations.

What's next?

Manage what attendees see in Microsoft Teams.

Change webinar details in Microsoft Teams.