How to Build Personal E-Mail Templates in Salesforce

By Tom Wong, Liz Kao, Matt Kaufman

Salesforce allows you to create and customize e-mail templates. Why? Top sales reps don’t re-create the wheel every time they send certain messages to customers. It’s a waste of their time, and time is money. Instead, they use templates and form letters to send the same message with less work.

In your standard sales process, you probably send a variety of e-mails to customers, including

  • Letters of introduction

  • Thank-you notes

  • Responses to common objections

  • Answers on competition

Although you do need to personalize a message to fit the specific details of a customer, you probably use certain effective phrases and sentences over and over again. Instead of searching for a prior message and cutting and pasting, you can create personal e-mail templates and improve your productivity.

To create a personal template, follow these steps:

  1. Choose My Settings→Email→Email Templates.

    An Email Templates page appears.

  2. Select the My Personal Email Templates folder in the drop-down list, if it’s not already set to that.

  3. Click the New Template button.

    Step 1 of the template wizard appears.

  4. Select the radio button for Text, HTML, Custom, or Visualforce to set the type of e-mail that you want to create and click Next.

    • Text: Uses a basic text-only template without any formatting.

    • HTML: Uses a previously created letterhead and supports HTML formatting.

    • Visualforce: Uses a saved Visualforce page.

    • Custom: Lets you paste previously created HTML code as your template.

    The next page of the wizard appears, and the content of the page depends on the choice you made. Using HTML is most common and has certain advantages, both from appearance and tracking standpoints, but older e-mail programs cannot receive HTML e-mail.

  5. If you select Text in the previous step, complete the template fields provided (see this figure) and then click Save.

    You can use the template only after you select the Available for Use check box.

    After clicking Save, a Text Email Template page for your new template appears in Saved mode with an Attachments related list.

    Create a text template.

    Create a text template.
  6. (Optional) Attach a document.

  7. If you select either HTML option (HTML or Custom) in Step 4, enter the properties for the e-mail template and click the Save & Next button.

    If you choose to build your e-mail template with a letterhead, you have to select a previously created letterhead and then a layout by using the drop-down lists provided. After you click the Save & Next button, the Step 3 page of the wizard appears.

    You can create HTML or Custom e-mail templates only if you have the Edit HTML Templates permission. See an admin if you don’t have the right permissions.

  8. Create the HTML version by typing and formatting the content and copying and pasting merge fields.

  9. Click Preview to review your work and, when you’re done, click the Save & Next button.

    The Step 4 page of the wizard appears.

  10. Enter the text version of the e-mail template.

    For those customers who can’t or don’t want to receive HTML e-mails, they can receive the text version. If the message is similar or identical to the HTML version, click the Copy Text from HTML Version button and modify the content, as needed.

  11. Click the Save button.

    An HTML or Custom Email Template page for your new template appears in Saved mode with an Attachments related list, which you can use for attaching standard documents.