How to Create an Email Template

Save an email you send again and again as a template, so your team starts from the same words every time.

An email template is a ready-made email with a name, a subject and a body. The Templates tab under Email in Settings is where you keep them. This guide walks through creating one, editing its details and deleting it.

1. 1

   Open Email in Settings

   Open Settings and choose Email. The page is titled Email and has a row of tabs: Sending Setup, Templates, Triggers, Suppression, Test Inbox and Domains. If you see a message that you do not have access to email settings yet, your role needs the Manage email settings permission, and the message tells you to ask your workspace admin to grant it from Settings, under Roles.
2. 2

   Open the Templates tab

   Choose Templates. The tab is headed Email Templates and lists the templates your workspace has, with their name, subject, purpose, category and language, and a column that says whether a template comes from the product or from you. Use the search box and the paging under the list to find one when there are many.
3. 3

   Choose New Template

   Choose + New Template at the top right. The New Template window opens. If you have no templates yet, the list tells you to create your first template.
4. 4

   Type the Name and Subject

   The Name and the Subject are both required. Create Template stays off until both are filled in.
5. 5

   Write the body

   The window has two body boxes, Body HTML and Body Text. Fill in the one or both that your email needs.
6. 6

   Create the template

   Choose Create Template. The button reads Saving while it works, and the template then appears in the list. Choose Cancel to close the window without saving. If it cannot be saved, the window shows the reason.
7. 7

   Edit to set or change the details

   The window also shows Purpose, Category, Language and an optional Trigger Event. Purpose, Category, Language and Trigger Event can be set or changed at any time with Edit. Choose Edit on the template; the same window opens, titled Edit Template, and Save Changes keeps all of it. Purpose, Category and Language are each chosen from a short list.
8. 8

   Delete a template

   Choose Delete on the template. A window asks Delete this template and tells you that the template will no longer be offered. Choose Delete to confirm.

A few things worth knowing

Templates are part of the email setup of your workspace, which is why they sit under Settings and why the page needs a permission of its own. The other tabs, such as Sending Setup and Domains, are separate pages and this guide does not cover them.

This guide describes the Templates tab only. It does not explain placeholders inside a template, or how a template is chosen when an email is sent, because the Templates tab does not show that. To start the work an email is usually about, the guide on creating a deal shows how, and the guide on inviting a teammate shows how to bring in the colleagues who will use the templates.