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

SharePoint admins can customize emails sent from Data Access Governance reports for site access reviews starting mid-December 2025. This optional feature aims to improve email engagement and response rates without changing existing policies. Admins should update documentation and notify relevant teams accordingly.

[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.