How to Create, Send and Manage Email Templates

How to Create an Email Template

• Go to Email > Sent Emails and from the options menu select 'Save as a Template'
• Provide a description, category and comments to help you recognize this email template
• If you are a Multi User Administrator, you have the option to share your template with all users or selected users
• Click 'Save as Template'

thumb_up Important Notes

• Do not put a person's name directly in the Greeting line (e.g. Dear Bob) when creating an email that will be used as a template or all of your emails sent with this template will say "Dear Bob." To avoid this, create your email using the 'autofill names' feature to insert people's first names from your address book and do not type a name directly into the greeting line. Alternately, you can enter a generic greeting (e.g. Dear Valued Customer) or not use the greeting line at all.

How to Send an Email Template

• Go to Email > My Templates
• If you are part of a Multi User Plan, select the "Admin Templates" tab to view email templates provided by your administrator
• From the options menu next to a template, select 'Use Template'
• If desired, you can edit the email without affecting the original
• Click the "Preview/Save" button to preview your email and when you are ready to send the email, click the "Address/Send" button

How to Manage Email Templates

Go to Email > My Templates and select any of the following options from the drop-down menu:

• Edit Template Settings - change the description, category and/or comments
• Multi User Administrators can also change the 'share' permissions for the template. Your changes to user access will take effect immediately and users you share the template with will see any changes made to the description, category and/or comments.
• View Template - preview the template and click the "use this template" button if you want to use that email template
• View Usage - displays the automated email campaigns that use this email template. Click the view or edit icon next to automated email campaigns to see more specific details and adjust assigned email templates
• Delete Template - permanently deletes the template. Deleted email templates cannot be restored. If you want to update a template, consider using the 'Replace Template' function.

thumb_up Important Notes

• You cannot delete an email template that is assigned to an automated email campaign. Either remove it from the automated email campaign or replace the template.
• Multi User Plan members cannot delete email templates shared by their administrator.
• Multi User Administrators can change who an email template is shared with, but they cannot delete emails that were sent using that email template or prevent the user from copying that email to create a new one.

How to Replace an Email Template

If you attempt to delete a template that is being used by an email campaign, you will be prompted to replace the template instead of deleting it. You'll need to create the replacement template before following these instructions.

• Go to Email > My Templates and select "delete" from the drop-down menu
• You will see a notice that you cannot delete the template
• Click the button for "Replace Template"
• Select the replacement template by description from the drop-down menu
• Click the button for "Replace Template"

thumb_up Important Note

• Automated email templates that have already been sent will not be affected if the template is deleted/replaced.