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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

  • Lets recipient know 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

 *Users with Teams Premium can edit email content and modify send times for webinar reminder emails.

Edit webinar emails

Note: Editing webinar emails is available as part of Teams Premium, an add-on license that provides additional features to make Teams meetings more personalized, intelligent, and secure. To get access to Teams Premium, contact your IT admin.

By default, webinar emails are automatically drafted using templates in Teams. However, in Teams Premium, you can edit them before they're sent. 

To edit webinar emails:

  1. Open the upcoming webinar in your Teams Calendar.

  2. Select Emails.

    Screenshot of communications tab in webinar setup options, showing webinar emails

  3. 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

      Screenshot of webinar email template in Microsoft Teams.

  4. 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.

  5. 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 Teams Premium, you can edit the send time and notify attendees sooner. 

Note: Changing reminder email send times is available as part of Teams Premium, an add-on license that provides additional features to make Teams meetings more personalized, intelligent, and secure. To get access to Teams Premium, contact your IT admin.

To change the reminder email send time:

  1. Open the upcoming webinar in your Teams calendar.

  2. Select Emails.

  3. In the Reminder email row, select 1h before event starts.

    Screenshot of how to edit webinar reminder emails send time

  4. 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.

What's next?

Manage what attendees see in Microsoft Teams.

Change webinar details in Microsoft Teams.

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