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Version: Insiders

Managing templates

You can create templates for Shared Mailboxes, Room Mailboxes, Equipment Mailboxes and Distribution Lists. Some features vary depending on the resource type but the following management operations apply to all templates.

Create and modify a Template​

You can use the Create a Template button to create a new template.

After creating a new template or clicking on an existing one, the Card section allows you to specify a title, description, and color for your template. You can use the language controls to translate the template text for your users depending on their configured language settings. If no language is specified for the template, it falls back to the default language.

Templates can be limited to a subset of users, for example when you want to limit a template to a specific department in your organization. You can limit the template by specifying a Security Group in the audience field. Only members of the selected Security Group will see the template in their EasyLife 365 Mail App.

Templates must be active before they can be used in the EasyLife 365 Mail App. This is configured using the Active field on this tab.

Policy​

For each resource type, you can specify a single policy in your tenant as the associated policy. The EasyLife 365 Mail Engine automatically applies this policy to any resources of the corresponding resource type when provisioning new resources.

Retention Policy​

In addition to EasyLife policies, you can assign Microsoft Purview retention policies to mailbox templates. Retention policies define how long emails and other items in mailboxes are retained before they are automatically deleted or archived.

To assign a a retention policy to a template follow the following steps:

  1. Go to the Templates section.
  2. Select or create a mailbox template.
  3. In the Policies tab, locate the Retention Policies dropdown.
  4. Select the desired retention policy from the dropdown.
  5. Click Save changes to update the template.

The selected retention policy will be applied to all mailboxes provisioned using this template going forward.

note

If no retention policy is specified in the template, no retention policy will be set on the mailbox. Exchange will apply the Default MRM Policy if configured.

Duplicating a Template​

EasyLife 365 Mail provides an option to duplicate an existing template by using the buttons on the card from the template overview.

Deleting a Template​

EasyLife 365 Mail provides an option to delete an existing template.

Templates contain the definition of metadata collection for your resources. Deleting a template does not delete the resources created from that template and it also does not delete the metadata collected. However, end-users will not be able to modify the metadata after the template has been deleted.

warning

The deletion of a template is a permanent operation and cannot be undone.

Policies​

The Policies section defines which policy should be applied once a new resource is provisioned.

note

If no policy is specified, the EasyLife 365 Mail Engine will not apply a policy to the resource except if you define a default policy.