Creating New Salesforce email templates

In this Salesforce Tutorial we are going to learn about Creating New Salesforce email templates, How to send mass email in Salesforce and what are the different Salesforce Email templates.

Salesforce email templates are used to automate the business process in SFDC. So in this section we are discussing the concept of different email template and why do we go for email templates. workflow rules, Approval process and lot more are discussed in our upcoming Salesforce tutorials.

What is need of Salesforce Email Templates?

Salesforce Email Templates are used in the following automation process. They are

  1. Sending out mass Emails.
  2. Used  in Workflow rules.
  3. We us in Approval process.
  4. Assignment Rules.
  5. Used in Web to Lead Forms.
  6. Used in Web to Cases and so on.

What are the different Salesforce Email Templates?

  1. Text.
  2. HTML with letterhead.
  3. Custom HTML.
  4. Visualforce.

Among the four Email templates regularly we use Text and Visualforce template in Salesforce.

Creating Text Email Template folder in Salesforce.com

To create Text Email templates in Salesforce navigate to Administer | Communication Templates | Email Templates.

We have standard email templates created in folder called Unfiled Public Email Template by default. We can create any number of Salesforce Email Template.

  • Login Salesforce to create new email templates
  • Click on Email Templates as shown below
  • Before creating new template create a new email template folder to Save all custom email templates.
Creating New Salesforce email templates
  • Click on Create New folder.
Creating New Salesforce email templates
  • Enter Email template folder name.
  • Select public folder access type.
  • Click on Save.

As shown above we have created Email template folder successfully.

 Creating Text Email Template in Salesforce.

In the first step we have to select email template type. As shown below we have four option click on Text button.

Creating New Salesforce email templates
  • Select text.
  • Now click on Next button.

Here the email template type is text. In this type we don’t have different styles, fonts and have only some text information. Now we have to enter required details to create salesforce email template.

Creating New Salesforce email templates
  1. Select Template folder.
  2. Select available for use if this is only we can use this email template anywhere if not enabled we can not use this email template in Salesforce.
  3. Enter Email template name.
  4. Enter description, subject and Email Body.
  5. Finally click on Save button to save all the settings.

We have successfully creates Salesforce Email template. We can attach files to the template at attachements.

Mass Email Test in Salesforce.

Now we have to test email template that we created. For mass email test in salesforce go to Contacts detail page and select Mass Email test. Here we have renamed contacts as My SP Sales Teams so we selected mass email SP Sales team.

Creating New Salesforce email templates
  • Select My Sp Sales Teams in View.
  • Click on go button.
  • Now select mass email SP Sales Teams.Creating New Salesforce email templates

Before sending mass email test in salesforce rename the user email address so that the test email will be sent to the user.

  • Click on Next button.Creating New Salesforce email templates
  • Enter all the details as shown above.
  • Select Send now in delivery options.
  • Click on Send button.Creating New Salesforce email templates

We have successfully sent mass email test. Now go to your email address and check your inbox as shown below.

Creating New Salesforce email templates

This is the Text Email received.

Adding merge fields to Salesforce Email templates.

We have successfully create text email template in Salesforce.com. Now we are going to edit and add available merge fields. Using merge fields we can bring data from Salesforce.com.

Creating New Salesforce email templates
  • In the Email body we are going to add {!Contact.Name} and {!User.Name} merge field as shown above.
  • Click on Save button.

In text email template we have defined dear customer but when we insert merge fields we can specify customer name in the email template. Select the merge field and replace the text as shown below.Creating New Salesforce email templates

This is Email template when merge fields are added in the email body. Contact name and Username are automatically inserted as shown above.

Creating HTML with Letterhead template.

In this Salesforce Email Templates we can use HTML with Letterhead to send description, company logo, header, footer, body and different information to the customer. To create email template with HTML with Letterhead first we have to create letterhead so that this letter head is used in HTML with Letterhead templates.

Creating LetterHead in Salesforce.

Before creating HTML with Letterhead first we have to create letterhead in Salesforce. We have many options in letterhead. We can insert logo in the header and footer, we can change the header, body and footer background colour.

Creating New Salesforce email templates

Finally click on Save button.

Creating New Salesforce email templates
  • Select available for use.
  • Enter letterhead label and description.
  • Click on Save.
Creating New Salesforce email templates

As shown above we have added log in the header and footer. We changed background colour and body colour. Click on Save button to save Letterhead in Salesforce.com.

Creating HTML with Letterhead template

HTML with letterhead is the second type in Salesforce Email templates. In this type we can find many customization tools, merge fields, colours, footers and headers.

Now navigate to Setup | Administer | Communication Templates | Email Templates | Html using letterhead.

Creating New Salesforce email templates
  • Click on HTML(using Letterhead).
  • Click on Next button.
  1. Select folder.
  2. Available for use.
  3. In this email template type we have to select LetterHead and it is mandatory.
  4. Select email layout.
  5. Enter Description.

When selecting Email layout we  have six email layout in the dropdown. Select any one from the list. Click on View Email Layout Options to view the layouts.

Creating New Salesforce email templates
  • Enter Merge fields and click on Save button. Creating New Salesforce email templates

Click on Send Test and Verify Merge fields. So what we have to do is we have to update the email of a contact with our email template.

Creating New Salesforce email templates
  • A test email has been sent with HTML using letterhead as shown above.

Creating Custom HTML Template in Salesforce.

Custom HTML Template is the third type in Salesforce email templates which is used with out letterhead. We can use custom html code in this email type. Let us create Custom HTML Template.

Creating New Salesforce email templates
  • Enter Subject.
  • Enter HTML code in the HTML body to design Salesforce Email templates with our custom html code.
  • We can also add merge fields in this template.

Creating New Salesforce email templates

  • Select Folder Name
  • Enter Email template name.
  • Enter description and finally click on Next button. Creating New Salesforce email templates

Successfully we have created Custom HTML template in salesforce.com.