Creating and editing email templates

Admins can set up an email template for leads and contacts for all Sell users on your account to use. If you are not an admin, you can set up an email template for personal use only.

Note: There is no Deals section in your settings for email templates, so use the Contact email templates on Deal cards.

This article covers the following topics:

• Creating a personal email template
• Creating a shared email template
• Editing a personal email template
• Editing a shared email template
• Best practices for naming templates

Related articles:

• Sell email resource guide

Creating a personal email template

You can create a personal email template that you can use for leads and contacts.

To set up a personal email template

1. On the Sell sidebar, click Settings (), then go to Customize > Email templates.
2. Click the Templates tab to create a template for leads, contacts, or both. For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.
   Note: You can create a template in Deals. However, you cannot use any Deal-specific merge tags, the merge tags only relate to the contact information.
3. Click Add template.
4. In the Create template dialog, enter a descriptive name for your template.

   Using a meaningful name will make it easier for sales reps to find the correct email template (see Best practices for naming templates).

5. In the Tags field, enter any tags to help you identify the template, for example, "Leads", "Contacts" "Deals", "Onboarding", "Follow up".
6. Ensure the Share with everyone checkbox is not selected.
   Note: If you check this box, the template will be visible and editable by others you have shared the template with.
7. Enter the subject and content of your template. You can use merge tags by either typing {{ in the subject or email text, or by clicking the {{ icon in the template. This displays a list of fields you can use. For information about using merge tags see Using merge tags in your email messages, and information about other options to customize your template see Email composer toolbar reference.
   Note: Do not add personal information, for example a signature, to a template. Use the {{Sender's Signature}} merge tag to include a sender's signature instead.

   Here is an example template:

   

8. Click Save.

   You'll see the email template appear on the templates page, including information about the author and visibility of the template.

Creating a shared email template

You can create shared email templates to use for leads and contacts. To set up and manage shared email templates in Sell, you need admin rights.

Note: Currently mobile users can only create and use personal templates (not shared templates).

To set up a shared email template

1. On the Sell sidebar, click Settings (), then go to Customize > Email templates.
2. Click the Templates tab to create a template for leads, contacts, or both. For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.
3. Click Add template.
4. In the Create template dialog, enter a descriptive name for your template.
   Note: Using a meaningful name will make it easier for sales reps to find the correct email template (see: Best practices for naming templates).
5. Select the Share with everyone checkbox to ensure the template is public in your account.
   Note: If you don't check this box, the template will only be visible and editable by you. This is useful if you want to draft a template, but don't want to share it yet.
6. Enter the subject, tags, and content of your shared template. You can use merge tags by either typing {{ in the subject or email text, or by clicking on the {{ I icon in the template. This displays a list of fields you can use. For information about using merge tags see Using merge tags in your email messages, and information about other options to customize your template see Email composer toolbar reference.
   Note: Do not add personal information, for example a signature, to a template. Use the {{Sender's Signature}} merge tag to include a sender's signature instead.
7. Click Save.

   You'll see the email template appear on the templates page, including information about the author and visibility of the template.

Editing a personal email template

You can always update your personal email message templates.

To update your personal email template

1. On the Sell sidebar, click Settings (), then go to Customize > Email Templates.
2. Click the Templates tab to edit a template for leads, contacts, or both. For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.
3. Click the template that you want to edit.
4. Make your changes. You can change any element of the template.
   Note: If the template is currently in use in one or more email sequences, you'll see a warning and information about the sequences that will be affected.
5. Click Save.

   After you save, you'll see the updated email template appear on the templates page.

Editing a shared email template

As an admin, you can edit any existing shared email template if you need to change some of the details.

Note: Currently mobile users can only use and edit personal templates (not shared templates).

To edit or change an email template

1. On the Sell sidebar, click Settings (), then go to Customize > Email templates.
2. Click the Templates tab to edit a template for leads, contacts, or both. For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.
3. Click the template name that you want to edit. and make your changes.
   You can change any element of the template. If you no longer want to share the template, deselect the Share with everyone checkbox, and it will be removed from the list of available templates.

   Note: If the template is currently in use in one or more email sequences, you'll see a warning and information about the sequences that will be affected.
4. Click Save.

   After you save, you'll see the updated email template appear on the templates page, including information about the author and the sharing status of the template.

   

Best practices for naming templates

To use email templates efficiently, give your templates meaningful names. It is a good idea to incorporate the following elements in your naming convention:

• Language - The language of the template.
• Channel - Where the lead or contact came from (for example a landing page, webinar, or conference).
• Step - The number of the step in the sequence.
• Additional information - That explains what the template is about, (for example: Welcome).

Here is an example of descriptive name:

ENG Webinar Follow-up #3: Are you still interested?