Create Email Template in Salesforce: Quick Guide

Optimizing email dispatch and maintaining regular contact are critical for companies utilizing Salesforce. The platform provides robust solutions for crafting and tailoring email templates, enabling effective and individualized interactions with potential clients and customers. In this brief tutorial, we’ll delve into the process of generating email templates in Salesforce, examining various template types along with their attributes and constraints.

Key Takeaways

• Salesforce email templates enable streamlined and consistent communication.
• Classic and Lightning interfaces offer different template options.
• Classic templates include text, HTML with Classic Letterhead, custom HTML, and Visualforce templates.
• Lightning templates provide enhanced customization, dynamic content, and a drag-and-drop editor.
• Limitations include email template limits, file size limits, and formatting restrictions.

Salesforce Classic vs. Salesforce Lightning

Salesforce Classic and Salesforce Lightning are two different interfaces available to users. Classic is the original interface, while Lightning offers a more modern and intuitive experience. Let’s compare these two interfaces and see how they differ.

Customization and Mobile Responsiveness

Salesforce Classic is more limited in terms of customization options and mobile responsiveness. It may require additional effort to make the interface look and function well on different devices. On the other hand, Salesforce Lightning offers enhanced customization options, allowing users to personalize their interface according to their preferences and needs. It is also designed to be mobile-responsive, ensuring a seamless experience across devices.

Performance and User Experience

When it comes to performance, Salesforce Lightning has an advantage. It is built with the latest technology to deliver faster load times and smoother navigation. The interface is intuitive and user-friendly, with a modern look and feel. Classic, being the older interface, may feel slightly dated in comparison.

Email Templates Support

Both Salesforce Classic and Salesforce Lightning support email templates. However, Lightning templates provide more advanced features and customization options. With Lightning, users can create dynamic content, leverage a drag-and-drop editor, and enhance the overall design of their email templates.

To summarize, Salesforce Lightning offers a more flexible and modern interface compared to Classic. It provides enhanced customization options, improved performance, and advanced features for email template creation. Now that we’ve discussed the interface comparison, let’s explore the different types of email templates available in Salesforce Classic in the next section.

Types of Salesforce Classic Email Templates

Salesforce Classic email templates offer different types of templates to cater to various needs and requirements. Let’s explore the different types of templates available:

1. Text Templates

Text templates are simple and straightforward. They don’t include any HTML formatting and are best suited for plain text emails. While they may lack visual elements, text templates can still effectively convey important information and messages.

2. HTML with Classic Letterhead Templates

HTML with Classic Letterhead templates provide more customization options for email layouts, fonts, colors, and design elements. These templates allow you to incorporate a classic letterhead design, adding branding elements to create a more visually appealing email.

3. Custom HTML Templates

Custom HTML templates offer the highest level of design flexibility. With these templates, you have full control over the design, allowing you to create unique and visually stunning email templates. Custom HTML templates are ideal for organizations that require a fully customized and branded email experience.

4. Visualforce Templates

Visualforce templates use Salesforce’s Visualforce markup language to create highly customizable content. These templates can include dynamic data from Salesforce records, enabling you to personalize email content based on specific criteria. Visualforce templates are particularly useful for creating complex email templates with conditional statements and merged data.

Now that we have explored the different types of Salesforce Classic email templates, let’s move on to understanding Salesforce Lightning email templates and their enhanced features.

Salesforce Lightning Email Templates

Salesforce Lightning email templates offer advanced customization options and enhanced features compared to their Classic counterparts. Exclusive to the Lightning interface, these templates provide users with a range of options for creating visually appealing and dynamic email content. Let’s explore the key features and benefits of using Salesforce Lightning email templates:

Enhanced Letterhead for Professional Design

One standout feature of Salesforce Lightning email templates is the Enhanced Letterhead. This feature allows users to create a standardized header and footer design that reflects their brand identity. The Enhanced Letterhead includes logos, contact information, and branding elements, ensuring a professional and cohesive look for all outgoing emails.

Drag-and-Drop Editor for Intuitive Customization

In the Lightning interface, Salesforce offers a drag-and-drop editor for creating email templates. This intuitive editor allows users to easily customize their templates by adding dynamic content and arranging elements with ease. With just a few clicks, users can create visually stunning email templates without the need for coding or design skills.

Dynamic Content for Personalized Communication

Salesforce Lightning email templates enable users to incorporate dynamic content into their emails. With dynamic content, users can personalize their communication by dynamically inserting customer-specific data or information from Salesforce records. This level of personalization enhances engagement and makes every email feel tailored to the recipient.

Furthermore, Salesforce Lightning email templates support rich text, merge fields, links, fonts, colors, and styles, giving users extensive customization options to create visually appealing emails that align with their brand guidelines.

To better understand the features of Salesforce Lightning email templates, refer to the table below:

With Salesforce Lightning email templates, users can create professional, personalized, and visually engaging email communications by leveraging the Enhanced Letterhead, drag-and-drop editor, dynamic content, and various customization options available.

Limitations of Salesforce Email Templates

While Salesforce email templates are a useful tool for streamlining communication, there are certain limitations to be aware of. These limitations can impact the number of templates that can be created, file size for attachments and images, merge fields per template, character limits, formatting restrictions, design capabilities, and dynamic content display.

Here is a breakdown of the specific limitations:

1. Email Template Limits: Salesforce imposes a limit on the total number of email templates that can be created.
2. File Size Limit: There is a maximum file size limit for attachments and images included in email templates.
3. Merge Field Limit: Salesforce enforces a limit on the number of merge fields that can be used per template.
4. Character Limit: Templates have a maximum character limit for text fields, ensuring concise content.
5. Formatting Restrictions: Salesforce imposes formatting restrictions to maintain security, preventing potential vulnerabilities.
6. Design Limits: While email templates offer design customization, they have limitations compared to dedicated design tools.
7. Dynamic Content Restrictions: Displaying dynamic content or conditional statements in email templates may have limitations.

It’s important to take these limitations into consideration when designing email templates in Salesforce to ensure they align with both the platform’s capabilities and your specific needs.

“Email Template Limits: Salesforce imposes a limit on the total number of email templates that can be created.”

Finding Classic Email Templates in Salesforce Lightning

To access Classic email templates in Salesforce Lightning, follow these simple steps:

1. Click the gear icon on the top right-hand side of the Salesforce homepage and select Setup.
2. In the Setup menu, locate the Quick Find search box.
3. Type “classic email templates” in the search box and press Enter.
4. If the search results don’t appear, it means your Salesforce account doesn’t have permission to access Classic templates in Lightning.
5. In that case, you can add permissions through Permission Sets to gain access.
6. Once on the Classic Email Templates page, you can:

• View and edit existing templates.
• Switch between template folders.
• Create new folders to organize your templates efficiently.

By following these steps, you’ll be able to navigate and manage Classic email templates within the Salesforce Lightning interface.

Creating Classic Email Templates in Salesforce Lightning

Creating Classic email templates in Salesforce Lightning is a simple and intuitive process. By following a step-by-step guide, users can easily create customized email templates that align with their specific needs.

Selecting the Template Type

To begin creating a Classic email template, users need to click the “New Template” button. From there, they can choose their desired template type:

• Text: A simple template in plain text format without any HTML formatting.
• HTML: A template that allows for basic customization with HTML tags.
• Custom: A fully customizable template that offers more design flexibility.
• Visualforce: A template that uses the Visualforce markup language for advanced customization and dynamic data.

Defining Template Information

Once the template type has been selected, users can proceed to define the template’s basic information:

• Folder: Choose the folder where the template will be saved.
• Availability: Specify whether the template should be available for use by all users or restricted to specific profiles.
• Name: Provide a name for the template for easy identification.
• Unique Name: Enter a unique name for the template, which is used for internal referencing.
• Encoding: Select the encoding format for the template.
• Description: Optionally, add a description to provide additional context for the template.
• Subject: Enter the subject line of the email.
• Email Body: Define the content of the email template, including any desired HTML formatting and text.

Adding Merge Fields

To personalize the email template and automatically insert data from Salesforce records, users can add merge fields to the email body. Merge fields pull information from relevant records, such as contact names, account details, or custom fields, dynamically populating the template with accurate and up-to-date data.

Saving and Testing the Template

After defining all the necessary template information and adding merge fields, users can save the template. It is important to test the template to ensure that the merge fields are working correctly. By sending test emails, users can verify that the merge fields are populating with the appropriate data.

Once saved and tested, the Classic email template in Salesforce Lightning is ready to use. It can be accessed and utilized whenever needed to streamline email communication and maintain consistency in messaging.

Creating HTML Email Templates in Salesforce Lightning

HTML email templates in Salesforce Lightning provide users with more customization options compared to text templates. By leveraging the Classic Letterhead feature, users can create a predefined header and footer design that aligns with their branding.

To get started, users can create a Classic Letterhead by incorporating elements such as their logo, contact information, and other branding elements. This sets the foundation for a professionally designed email template.

Once the Classic Letterhead is in place, users can proceed to create the HTML email template itself. Key components to define include the subject, layout, and content of the email. With HTML templates, users have greater control over formatting options and can include dynamic merge fields to personalize each communication.

To ensure accessibility and compatibility, it’s advisable to include a text-only version of the email template alongside the HTML version. This ensures that recipients using email clients that don’t support HTML content can still access the information.

After creating the HTML email template, users can save it for future use and easily make any necessary modifications. The ability to customize HTML templates in Salesforce Lightning offers a level of flexibility and creativity that can effectively elevate the communication efforts of sales and marketing teams.

Benefits of Creating HTML Email Templates in Salesforce Lightning

• Enhanced customization options compared to text templates
• Professional and branded appearance with Classic Letterhead
• Greater control over layout, formatting, and design elements
• Personalization through dynamic merge fields
• Accessibility with the inclusion of a text-only version

By harnessing the power of HTML email templates in Salesforce Lightning, users can create visually appealing and engaging emails that leave a lasting impression on recipients.

Continue reading to discover how to create custom email templates in Salesforce Lightning.

Creating Custom Email Templates in Salesforce Lightning

Custom email templates in Salesforce Lightning provide users with the flexibility to design fully customized email templates. The process of creating custom templates is similar to that of creating HTML templates, without the use of Classic Letterheads. Users can still take advantage of merge fields and other formatting options when designing custom templates. However, it’s important to acknowledge the limitations that custom templates have when compared to dedicated design tools. When creating complex email template designs, users should be aware of these limitations to ensure they can achieve their desired outcomes.

Creating Visualforce Email Templates in Salesforce Lightning

Visualforce email templates are an excellent choice for Salesforce Lightning users who require extensive customization options and dynamic data integration from Salesforce records. These templates utilize the Visualforce markup language, exclusive to the Salesforce platform. Users can define basic template information, such as the folder, availability, name, unique name, and encoding. Once the template is set, it can be personalized by incorporating merge fields, complex logic, and sophisticated layouts. Visualforce templates are especially valuable for merging data from multiple records or implementing advanced conditional statements within email content.

By leveraging the power of Visualforce, Salesforce Lightning users can create visually appealing and highly personalized email templates that dynamically populate with relevant data from their Salesforce records.

Benefits of Visualforce Email Templates:

• Advanced Customization Options: Visualforce templates offer extensive customization capabilities, allowing users to tailor their templates to match their brand identity and visual preferences.
• Dynamic Data Integration: Users can seamlessly integrate dynamic data from Salesforce records into their email templates, such as contact information, personalized greetings, and product details.
• Complex Logic and Conditional Statements: Visualforce templates enable users to implement complex logic and conditional statements to personalize the email content and cater to specific recipient requirements.

Example Visualforce Email Template:

Here is an example of a Visualforce email template that showcases how dynamic data from Salesforce records can be incorporated:

Dear {!Contact.Name},

We are delighted to offer you a special discount on our latest product, {!Product__c.Name}. Hurry, as this offer expires on {!TODAY()+7}.

For more information, please visit our website or contact our sales team.

Best regards,

The XYZ Team

This template uses merge fields to populate recipient information, product details, and the expiration date dynamically. It offers a personalized experience, increasing customer engagement and conversion rates.

Visualforce email templates empower Salesforce Lightning users to create tailored, dynamic, and visually captivating email communications. By utilizing advanced customization options, incorporating dynamic data, and implementing complex logic, businesses can effectively engage their audience and drive better results.

Benefits of Using Email Templates in Salesforce Lightning

Salesforce Lightning email templates offer a range of benefits for users, providing a streamlined and efficient approach to email communication. Let’s explore some of the key advantages:

1. Time-Saving

The use of email templates in Salesforce Lightning significantly reduces the time spent on creating emails from scratch. With predefined content and merge fields, users can quickly generate personalized emails tailored to specific recipients or scenarios. This time-saving feature allows sales and marketing teams to focus on more critical tasks, increasing overall productivity.

2. Error Reduction

By automating email creation and standardizing formatting, templates help minimize the risk of errors in communication. Users can ensure consistent branding, messaging, and formatting across all their emails, eliminating the possibility of accidental mistakes. This error reduction leads to more professional and trustworthy correspondence with clients and prospects.

3. Increased Personalization

Templates in Salesforce Lightning empower users to personalize their emails through the integration of merge fields. Merge fields enable the dynamic insertion of recipient-specific information, such as names, company details, or personalized greetings. This level of personalization enhances customer experience and engagement, resulting in higher open rates, click-through rates, and conversion rates.

4. Improved Response Rates

The consistent and professional appearance of emails created using Salesforce Lightning email templates helps to establish credibility and trust with recipients. When emails are formatted correctly and adhere to branding guidelines, they are more likely to be received positively and invoke a response. Improved response rates ultimately foster better relationships with customers, leading to increased business opportunities.

5. Consistency

Using email templates ensures that all outgoing emails maintain a consistent tone, style, and layout. This consistency reinforces brand identity and professionalism in communication and enhances the overall customer experience. By utilizing standardized templates, organizations can maintain a cohesive image and reinforce their messaging across various touchpoints.

“Email templates in Salesforce Lightning offer time-saving benefits, reducing errors, increasing personalization, improving response rates, and ensuring consistency in communication.”

With these benefits in mind, it’s evident that leveraging Salesforce Lightning email templates can have a positive impact on email marketing efforts and overall customer engagement. By utilizing these templates effectively, organizations can optimize their email communication and achieve greater success in their sales and marketing endeavors.

Conclusion

Creating email templates in Salesforce Lightning is a powerful way to simplify your email sending process and enhance your communication effectiveness. With a variety of template options and customization capabilities, users can tailor their templates to meet their specific needs. While it’s important to be aware of the limitations, the benefits of using email templates are undeniable.

One of the key advantages is the significant time-saving aspect. Predefined content and merge fields streamline the email creation process, allowing you to quickly send personalized messages to your recipients. Furthermore, using templates helps reduce errors and ensures consistent formatting, resulting in professional, trustworthy communications.

Another valuable benefit of email templates is the ability to increase personalization, enabling you to connect on a deeper level with your audience. By leveraging merge fields and customization options, you can create highly targeted and relevant emails that resonate with your recipients, leading to improved response rates and stronger customer relationships.

By mastering the art of creating email templates in Salesforce, you can unlock the full potential of this valuable tool. It empowers sales and marketing teams to streamline their workflow, achieve better results, and maintain a consistent brand image. Take advantage of the flexibility and customization options offered by Salesforce Lightning, and make email templates an integral part of your communication strategy.

Erik

Erik – Email, SEO, AI Expert Writer Erik is the strategist, the thinker, and the visionary. His role at Influenctor is pivotal in integrating SEO with AI-driven content strategies. With an extensive background in email marketing and a profound understanding of search engine algorithms, Erik develops innovative strategies that elevate our client’s online presence. His work ensures that our content is seen, felt, and remembered.