Webex sites include customizable email templates in HTML and plain text formats. The Email Template page indicates whether an HTML format version of a template is available.

Ensure that you change the templates for each language that the site supports. When you change a template, use the same language as the template. For example, when editing a French-language template, use French.

HTML versions aren’t available for customized text-based email templates.

You can't edit Email templates for new Webex sites. For assistance with enabling email templates, contact Webex Support.

The Webex Hybrid Calendar Service uses a different method for customizing email templates. For more information, see Customize Email Templates for the Hybrid Calendar Service.

For information about enabling the email templates option, contact your Webex account manager.

Before you begin

Make sure that SSO is not enabled as it will prevent you from creating custom email templates.
1

After you sign in to your Webex site, select the link for the default language.

2

On the Preferences page, from the Language list, select the language of the template to be edited.

3

Select Save.

4

Open Webex Site Administration by selecting the Site Administration link and go to Configuration > Email > Email Templates.

5

From the Existing Email Templates for drop-down list, select the service for which you want to customize templates. Then select the template that you want to change.

6

Change the text and remove or rearrange variables, as needed.

Variables appear with a percent (%) sign before and after their name.

You can move variables within a template, but do not change their names.

Each email template contains its own set of variables. Copying and pasting variables from one template to another is not supported.

7

After customizing an HTML email template, select Preview HTML to ensure that your template looks as expected. Then select Update.

8

Repeat this procedure to make the same changes for the template in each supported language.

Webex sites include customizable email templates in HTML and plain text formats. The Email Template page indicates whether an HTML format version of a template is available.

Ensure that you change the templates for each language that the site supports. When you change a template, use the same language as the template. For example, when editing a French-language template, use French.

HTML versions aren’t available for customized text-based email templates.

You can't edit Email templates for new Webex sites. For assistance with enabling email templates, contact Webex Support.

The Webex Hybrid Calendar Service uses a different method for customizing email templates. For more information, see Customize Email Templates for the Hybrid Calendar Service.

For information about enabling the email templates option, contact your Webex account manager.

1

From the customer view in https://admin.webex.com, go to Services > Meeting and then select a Webex site.

2

On the Sites tab, select a Webex site, and then click Settings.

3

From the menu, select Common Settings > Email Template.

4

From the Existing Email Templates for drop-down lists, select the service and the language, and then choose the template to change.

5

Change the text and remove or rearrange the variables, as needed.

Variables appear with a percent (%) sign before and after their name.

You can move variables within a template, but don't change their names.

Each email template contains its own set of variables. Webex doesn't support copying and pasting variables from one template to another.

6

After customizing an HTML email template, select Preview HTML to ensure that the template looks as expected. Then click Update.

7

Repeat this procedure to make the same changes for the template in each supported language.

Add a Skype for Business SIP URI to email messages

Make joining Webex meetings easier for Skype for Business users. You can use the %LyncURI% variable to add a Skype for Business link to the following Productivity Tools templates:

  • MC MeetingInfo For Attendee(Productivity Tools)

  • Invitation to a meeting in progress_PR(Productivity Tools)

The link may not work for Mac users because the Mac operating system does not recognize SIP URIs. Mac users can copy and paste the URI into Skype to dial instead.

You can customize the HTML code to achieve a desired look for the email template. We recommend that you have a basic understanding of HTML code.

1

In Site Administration or Control Hub, check the check box next to the HTML template that you want to edit.

2

Add the %LyncURI% variable.

Disable the iCalendar email template
You can disable the iCalendar template format for Webex Meetings email templates.
1

Sign in to Site Administration or Control Hub and navigate to Site Options.

Site Administration

Configuration > Common Site Settings > Options and scroll to the Site Options section.

Control Hub

  1. From the customer view in https://admin.webex.com, go to Services > Meeting.
  2. On the Sites tab, select a Webex site, and then click Settings.
  3. From the menu, select Common Settings > Site Options.
2

Uncheck the Always send iCalendar mail for meeting invitation and notification check box.

3

Select Update.

Insert images in iCalendar templates using HTML code

These instructions are for editing the default iCalendar email templates.

1

In Site Administration or Control Hub, check the check box next to the HTML template that you want to edit.

You can only use HTML to edit templates if they have Yes in the With HTML column.

2

To add a header image, search the HTML code in the template for:

<td align="left" style="padding: 0 20px; margin: 0">

3

Add the following code ina new line after the element that you searched for:

<table>
	<tr>
	  <td style="font-size:9px; font-family:Arial; color:#666">
		<img style="width: auto; max-width: auto" class="image" src="custom-header.gif">
	  </td>
	</tr>
	<tr style="height: 15px"><td>&nbsp;</td></tr>
	</table>
4

Edit custome-header.gif to the name and file type of your image.

5

To add a footer image, search the HTML code in the template for:

<tr style="height: 44px"><td>&nbsp;</td></tr>

6

Add the following code in a new line after the element that you searched for:

<tr>
<td style="font-size:9px; font-family:Arial; color:#666">
<img style="width: auto; max-width: auto" class="image" src="custom-footer.gif">
</td>
7

Edit custom-footer.gif to the name and file type of your image.

8

Click Save.

Replace the Join button with a Join link using HTML code
1

In Site Administration or Control Hub, check the check box next to the HTML template that you want to edit.

You can only use HTML to edit templates that have Yes in the with HTML column.

2

Search the HTML code in the template for this code comment: 

<!—
  If your company's mail system doesn’t support a green “Join” button, you can replace the green “Join” button code below with the following “Join” link code: 
  -- “Join” link code start --
     <a href="%MeetingInfoURL%" style="font-size:20px;">Join</a>
 -- “Join” link code end --
-->
3

Replace the following “Join” button code with the "Join" link code shown in step 3.

<!—“Join” button code start -->
<table border="0" cellpadding="0" cellspacing="0" style="width:auto;width:auto!important;background-color:#43A942; border:0px solid #43A942; border-radius:20px; min-width:160px!important;"> 
  <tr> 
                <td align="center" style="padding:10px 36px;">
                                <a href="%MeetingInfoURL%" style="color:#FFFFFF; font-size:20px; text-decoration:none;">Join</a>
                </td> 
  </tr> 
</table>  
<!—“Join” button code end -->
4

Select Save.

Restore default email templates

You can restore your customized email templates to their original state.

1

In Site Administration or Control Hub, check the check box next to the template that you want to restore.

2

Select Revert to Default at the bottom of the page.

A message appears, asking you to confirm that you want to revert the template to its default state.
3

Select OK.