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Creating Salesforce Email Templates


Sales and Marketing, Salesforce Related
There are lots of tips out there for using Salesforce but one of the best-kept secrets, and one of my personal favorites, is the ability to create email templates. Salesforce email templates can save you a huge amount of time if you regularly send the same email content out – because you’ll no longer have to draft the email each time. One common misconception is that you need to be a Salesforce Admin, manager or even the tech-savvy intern to set them up – but that simply isn’t true. Follow the steps below to have your first one set up in minutes!

Your life-changing guide to Creating Salesforce Email Templates

1. Click “Setup” at the top of your Salesforce screen – this will take you to the admin page. On the left-hand side navigation select:
  • Communication templates (to expand options)
  • Email Templates
This page directs you to where all your templates will be kept 2. Click “New Template” 3. Select whether you want the email to be HTML or text (in this example we’ll stick to “text” to keep it simple). Click “Next”. 4. Add your merge fields (for example first name). salesforce-merge-fields Don’t forget to copy and paste your merge field value into the body of the template below Example: {!Contact.FirstName} 5. Fill in the fields.
  • Give your template a memorable name
  • Select your encoding (I recommend UTF-8).
  • Give the template a description, this will be useful for tracking the email down in the future.
  • Add your subject line – try to stick to less than 60 characters, that’s a future blog post right there.
  • Lastly, type your email body
salesforce-email-templates 6. Save You’re now ready to start using your Salesforce email templates.

Where can you use Salesforce Email Templates?

Email Templates Inside Salesforce

If you navigate to a contact or lead in Salesforce and scroll down to the Activity History window you’ll see the option to ‘Send an Email’. Click ‘Send an Email’ to be taken through to the Salesforce Task screen, where you will have the option to ‘Select Template’. Click ‘Select Template’ and navigate to the folder where you saved your Email Template. Select your template to automatically populate the email body, then simply hit ‘Send’.

Salesforce Email Templates Inside Gmail

As you may expect, I access my Salesforce Email Templates directly within Gmail using Ebsta. Here’s a 1-minute video on how I do that.   If you’re frequently emailing customers/leads about the same things, stop wasting time redrafting emails when a template can do the job for you! Our Salesforce Email Integration Revolutionised can take you one step further.  

Ricky Wheeler

Ricky Wheeler is CMO at Ebsta, responsible for all aspects of Brand, Product and Communications.

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