MC1198704 - Microsoft SharePoint Online: Email customization for site access review from Data Access Governance reports

Introduction

SharePoint admins can now customize the emails sent from Data Access Governance reports to site owners and admins for site access reviews. Customizing email content helps improve the read-through rate of these emails, which can lead to faster responses and better governance across the tenant.

When this will happen

General Availability (Worldwide, GCC, GCCH, DoD): We will begin rolling out in mid-December 2025 and expect to complete by mid-January 2026.

How this affects your organization

• Who is affected: SharePoint Online admins managing Data Access Governance reports
• What will happen:
  • Admins can customize email content sent to site owners/admins during site access reviews.
  • This feature is designed to improve engagement and response rates.
  • No changes to existing policies; customization is optional.

What you need to do to prepare

• Notify your SharePoint administrators about the ability to customize emails from Data Access Governance reports. 
• Update internal documentation and workflows to reflect this change.
• Review Microsoft documentation for guidance on customizing email templates.

Learn more: Customize email to site owners - Initiate site access reviews for Data access governance reports | Microsoft Learn

Compliance considerations

No compliance considerations identified. Review as appropriate for your organization.