Salesforce - Email Templates
- Carrie Felton
Anyone can create, edit, and utilize their own email templates or access shared templates from almost any record in Salesforce.
Create and Use Email Templates from the Email component
From almost any record in Salesforce, on the right side of the screen, you will see the Activity component. Click on Email.
Create a new template
Enter your subject and create your email body as usual from the component. Prepare the content as you would for a normal email.
Before clicking send, click on the template button at the bottom:
Click Save as new template… and a screen will pop up to finalize the template.
The Email Template Name will be the information that is displayed when you go to search for or reference the template. Make it clear and to the point. Whenever possible, identify the department or unit that owns or will expect to use the template. e.g. Marketing: Subscription confirmation
Add a Description if you have details beyond the title.
Select the Folder that you want to save the template to. The Folder will default to your Private Email Templates. Only certain individuals will have access to specific folders so if you would like others to be able to reference the template, save it to a folder they can access.
Edit existing templates
Click on the template button at the bottom of the component.
Click Insert a template… and select the template you would like to edit. The template will populate the subject and body of the email.
To edit the template permanently, make the changes you need, click on the template button and click Save template… Your template will be updated for future use with the changes you have made.
Use and send existing templates
Click on the template button at the bottom of the component.
Click Insert a template… and select the template you would like to use. The template will populate the subject and body of the email.
Make any temporary adjustments as needed.
You can preview your final email using the preview icon. This will populate any merge fields you have created so you can make sure they are correct.
If everything looks ready, click Send. The email will be sent to the recipients, and the template will revert to the last saved version the next time you go to use it.
Finding Email Templates and Folders
Click on the waffle in the top left corner of any page, below the logo.
In the search bar, where it says “Search apps and items…”, search “Email” and click on Email Templates under items.
You will see your recent email templates by default. If you have not opened any templates recently, this page will be blank. On the left side, click “All folders”
You will be able to see the folders that you have created or that have been shared with you.
On the top right hand side of the screen, you will be able to create a new folder or a new email template:
To create a folder, click New Folder. A screen will pop up asking for your Folder Label. The Unique Name will populate for you based on the Label that you create.
Within the folder, you will be able to edit the name and sharing settings from the arrow in the corner.
Create or Edit an Email Template from the folder view
To create a new email template, click New Email Template. A screen will pop up for you to enter the information about the email.
The Email Template Name will be the information that is displayed when you go to search for or reference the template. Make it clear and to the point. Whenever possible, identify the department or unit that owns or will expect to use the template. e.g. Marketing: Subscription confirmation
If you are merging any fields in the email, such as name or class information, you will need to identify the Related Entity Type from the list provided.
Add a Description if you have details beyond the title.
Select the Folder that you want to save the template to. The Folder will default to your Private Email Templates. Only certain individuals will have access to specific folders so if you would like others to be able to reference the template, save it to a folder they can access.
Enter your Subject as usual.
If you have an Enhanced Letterhead you would like to use, select it here.
If you do not see your letterhead, submit a support ticket to have it created for you.
Create your email body under HTML Value. Format the body as you would like it to appear to the recipients, including any linking, highlighting, or other customization.
You can also edit any of this information for existing templates by clicking on the template you would like to edit from the list and making any adjustments.
Be sure to click Save when you are done.
You can find additional information about sending email using Salesforce here: Salesforce - Activities and Chatter | Email
Template availability is limited within Com-Com. Additional expansion will be coming in the future.