Create email templates

Email templates are a fast and easy way to send consistent, professional, preformatted email messages to your customers. To create email templates, the legacy email template editor is available by default. However, the enhanced email template editor is displayed as a choice if it is enabled by your administrator.

You can create email templates by using one of the following options:

• Start with a blank template: Create a template from scratch. The editor that's displayed depends on wether the enhanced email template editor option is enabled.
• Start with an existing template : Create a template by choosing an existing template. The editor that's displayed depends on the editor in which the existing template was created.

Prerequisites

When you need to create an email template based on a table, make sure that you have the necessary permissions on the related tables, such as the Account table for the email template based on a case.

Start with a blank template

When you start with a blank template, nothing is provided for you. You must add everything you want customers to see.

1. On the Email Templates command bar, select New, and then select Start with a blank template.

2. Enter the following details:

   • Template name: Give your email template a detailed name to help you identify it later.

   • Permission level: Select Organization to share your template with others or Individual for personal use.

   • Category: The default value is User. Categories determine which dynamic text fields are available for use in your template.

   • Language: Display installed language packs. Language also helps to categorize your templates.

   • Create: Opens one of two editors where you can build your template.

     

3. Select Create. The template editor is displayed.

The editor page you see depends on whether your administrator has turned on the enhanced email template editor option:

• If yes, you'll use the enhanced email template editor page.
• If not, you'll use the email template editor page.

Start with existing templates

Start with an existing template to create an email template faster and with less effort. The template is pre-populated with data. All you need to do is customize it for your needs.

1. On the Email Templates command bar, select New, and then select Start with existing templates.

2. Enter the following details:

   • Search: Search for the name of a template to start from. Search doesn't support regular expressions.

   • Browse out-of-the-box templates, global and entity-specific, listed in alphabetical order. Global templates are shown as the type User. If you've created custom email templates, they're also listed.

   • Details. Preview the templates so that you can pick the one that best meets your needs. You can modify it as needed later.

     

3. The template editor page is displayed.

When you create a template from an existing template, irrespective of the enhanced email template editor option setting, the app displays the newly-created email template in one of the following template editors:

• Enhanced email template: If the selected email template was created with the enhanced email template.
• Email template: If the selected template was created with the legacy email template.

Important

If you create templates in the enhanced editing environment, don't edit them in the legacy web client. You'll lose any inline images and strip out some of the advanced formatting and functionality.

Work with existing templates

• Template tab: Specify or change the template details and the email subject. The name includes – Copy at the end to identify this template is a copy of another one.
• Template editor section: Design and customize the email template.
• Select New Attachment to add attachments to your template if needed.

Email template editor

You can use either the enhanced email template editor or the legacy email template editor to create email templates.

Enhanced email template editor

The enhanced email template editor is displayed if the enhanced email template editor option is enabled. However, for Customer Service workspace and Customer Service Hub apps, the enhanced email template editor is displayed by default. More information: Enhanced email template editor option

• Editor tab: Use this tab to design and customize your email template. See: Design and customize the email template.

  Note

  Across all the model-driven apps, the email template editor supports upto 1048576 characters.

• Template tab: Specify or change the template details and the email subject.
• Attachments tab: Add attachments to your template if needed.

Email template editor

The email template editor is displayed if the enhanced email template editor option is disabled.

1. Insert dynamic text: Use dynamic text in the subject and body of the email.
2. Subject: Enter or change the email subject.
3. New Attachment: Add one or more attachments to your template, if needed.

See also

Personalize content with Insert dynamic text
Set up enhanced email
Understand the email experience