Managing Email Templates

Table of Contents  [ Hide]

Introduction
Creating Email Templates
Modifying Email Templates
Deleting Email Templates
Managing Email Template Folders
Setting up Unsubscription Form

Introduction

Communicating with customers is an important activity in any business scenario. Zoho CRM provides Email Templates to send one message to multiple recipients. Email templates can be used to send mass Email to leads/contacts, send Email notifications to the Zoho CRM users upon triggering a workflow rule.

You can perform the following operations in Email Templates module:

Create Email templates Modify Email templates Delete Email templates Manage Template Folders Add Unsubscription Form

 Note:

Creating Email Templates

You can create Email templates for sending Emails to the customers (leads and contacts) and Zoho CRM users within your organization.

The Image below describes the options within the Email Template interface:

Warning: If you are creating Email template for sending Emails to leads, do not merge the contact-related fields and vice a versa. If you are trying to merge both fields, you will experience some errors during Email creation.

To create an Email template

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Email Templates link.
3. In the Email Templates page, click the New Template button.
4. In the New Email Template page, specify the following:
   • Name (mandatory): Specify the name of the Email template.
   • Select Folder (mandatory): Select one of the available folders.
   • Subject: Specify the subject to be displayed while sending Email to recipients.
   • From: Specify the sender Email ID to receive reply Emails.
   • Reply To: Specify the Reply To Email ID to receive reply from your recipient.
   • Attachment: Attach file with Email (max file size: 2 MB)
     
   • Email Template Body: Create the Email message body by incorporating the fields from modules. In the Email Template Body field, specify the following:
     • Select the type of field from the Field Type pick list. You can select fields related to contacts and leads.
     • Select the required fields from Available Merge fields drop-down list.
     • Copy the fields (for example, $contacts_firstname) from the Select Field drop-down list. Copy the field value displayed in Copy Merge Field value text box and paste in Email Body text area.
       Note: You can create a template with 32000 characters.
   • Footer: As per the CAN SPAM Act, provide Unsubscription form (Opt-out) link for users removing their Email ID from your mass mailing list.
5. Click Save. The new Email template is displayed in Email Templates home page.
   

Sample Email Template

Dear $leads_salutation $leads_firstname $leads_lastname, Thank you for your interest in Zoho CRM. We welcome your suggestions and comments in improving the product further. Sincerely, <$User_Name>

Email Output

Dear Mr. Larry King, Thank you for your interest in Zoho CRM. We welcome your suggestions and comments in improving the product further. Sincerely, Zoho CRM Team

How to embed Videos in Email Template?

1. In Email Template body, click on the Source Code icon.
2. In Code View mode, insert the video clip URL (Ex: ) and return to WYSIWYG mode.
3. Save the email template.
4. In the Template preview, you can watch the embedded video.

How to create Newsletter template?

1. Firstly, create Newsletter in Adobe Dreamweaver or any other HTML Editor and upload all images/CSS to your Website
   
2. In Zoho CRM - Email Template body, click on the Source Code icon.
3. In Code View mode, copy your Newsletter HTML code and and return to the WYSIWYG mode.
4. Save the email template.
   

Modifying Email Templates

To modify Email template

1. Click the Setup link.
2. In the Setup: Home page, under the Email Templates section, click the Email Templates link.
3. In the Email Templates page, click the Edit link.
4. In the Edit Email Template page, specify the following:
   • Name (mandatory): Specify the name of the Email template.
   • Select Folder (mandatory): Select one of the available folders.
   • Subject: Specify the subject to be displayed while sending Email to recipients.
   • From: Specify the sender Email ID to receive reply Emails.
   • Reply To: Specify the Reply To Email ID to receive reply from your recipient.
   • Attachment: Attach file with Email (max file size: 2 MB)
   • Email Template Body: Create the Email message body by incorporating fields from modules. In the Email Template Body field, specify the following:
     • Select the type of field from the Field Type pick list. You can select fields related to contacts and leads.
     • Select the required fields from Available Merge fields drop-down list.
     • Copy the fields (for example, $contacts_firstname) from the Select Field drop-down list. Copy the field value displayed in Copy Merge Field value text box and paste in Email Body text area. You can create a template with 32000 characters.
       
   • Footer: As per the CAN SPAM Act, provide Unsubscription form (Opt-out) link for users removing their Email ID from your mass mailing list.
5. Click Save. The modified Email template is displayed in Email Templates home page.

Deleting Email Templates

Occasionally, you may need to remove some of the unnecessary Email templates from the Zoho CRM system for a better user experience. You may consider removing Email templates that are not useful for future reference.

To delete Email template

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Email Templates link.
3. In the Email Templates page, delete the required template by clicking the Delete link.

Managing Email Template Folders

You can store all the Email templates in an easy to access folders, which can be shared with other users.

To create Email templates folder

1. Click the Setup link.
2. In the Setup: Home page, under the Templates section, click the Email Templates link.
3. In the Email Templates page, click the New Folder button.
4. In the Folder Details do the following:
   • Folder Name: Specify name of the folder.
   • Description: Specify additional information about folder.
   • Accessibility Details: Select one of the following options:
     • All Users are allowed to view this Template Folder: Select if you would like to enable the folder access for all the users.
     • Show this Template Folder only to me: Select if you would like to enable the folder access only to you.
     • Allow the following users to view this Template Folder: Select the users or user roles that can access the folder.
       
5. Click Save. The new folder can be used while creating new Email templates.

Setting up Unsubscription Form

Setting up the Unsubscription Form allows the email recipients an option to avoid themselves from a particular email list.

1. Click on the Setup Link
2. In the Setup Home page, under the Templates section, click on Unsubscription Form link.
3. In the Unsubscription Form page, do the following:
   
   • Enter your website address in the Return URL field
   • Click on the Generate HTML button
     
4. Copy and paste the generated HTML code into HTML editor and save it as an HTML file.
   
5. Click on Finish

1. Create a page in your website and copy the generated HTML code into the page.
   
2. Get URL for the unsubscription page that you created in your website.
   

1. Go to Setup> Templates > Email Template
2. Go to the Email template for which you want to provide the Unsubscribe option
3. Click on Edit > Footer > Type your desired content, Eg. "Click here to unsubscribe"
4. Click on the View HTML source check-box and type the URL as shown in the below example format:
   <a href="http://www.yourwebsiteurl.com">Click here to unsubscribe</a>
   
5. Click on Save

1. Click on the Unsubscribe link in Email message.
   
2. Enter your Email address and click on the Unsubscribe button
   
3. 'Email opt out' option in the Leads and Contacts page will get automatically selected.