Are you building repetitive emails and struggling to consistently brand your emails at the cost of valuable time? Don't! Email has become the de facto standard for corporate communication and done much for improving written correspondence, but it's time to catapult productivity to yet greater heights! How?

By setting up canned email templates, the best solution to expedite common announcements and responses and keep your team on-brand. 🙌

What's the advantage of creating and using templates?

A ready-made template controls an email's overall appearance, content and tone, to maintain a homogeneous brand experience and protect the integrity of information; can be seen and used by everyone who's staff; and is reusable to infinity. So, with a single template, you get multiple emails for the effort of one: the proverbial gift that keeps on giving. 🎁

Where can I use a shared email template?

You can use shared email templates to send one-to-one and campaign emails, and as part of automated workflows for forms, offers, events, classes, application forms and registration forms.

You don't necessarily have to aim for perfection when conceiving a template, by the way, because the way it works when composing a campaign or a one-to-one email is that you copy the template and are then allowed to edit it. This keeps templates flexible until the last possible moment. 😄

However, the same doesn't hold with workflows. There, you can only pull the desired template and send as is.

Where are templates stored and how can I view them?

Your bevy of templates is housed in FULL FABRIC for easy accessibility, like a custom library. Just click the gear at the top right-hand corner and choose Shared email templates.

Shared email templates are publicly available to all members of staff (hence the "shared" part). 🙃 That said, you can apply filters on the list View to limit the number of items displayed to the ones you really need.

How to edit, duplicate or delete an existing shared email template?

By using the buttons at the end of each line of the list view:

The icons mean, respectively:

Conversely, if instead of an X you have a buster sign, that means that the template in question is still being used somewhere in the system, like maybe a workflow or a planned campaign. Once the pending email has been dispatched it frees up the template for deletion. As long as the template is not actively in use, then it should be possible to delete it, and previously sent emails have no bearing on shared email templates.

How can I know where a shared email template is currently in use?

If a template shows the buster sign and you want to trace it, follow the steps below:

     1) Enter the template
     2) Go to the tab Advanced

There you should find a recollection of every place where the template is currently in use. Better yet, the button on the far right acts as a direct shortcut to the corresponding location. 🙈

How can I start a new shared email template?

Once inside Shared email templates:

     1) On the top right side of the page, click Create a new email template
     2)
Define a NAME (for internal reference only) and a DEFAULT SUBJECT (which can be later replaced, even when putting the template to use)
     3) Press Create template and add more info to continue

You'll be automatically taken to the tab Details, where, at any moment, you may edit the Name and the Default subject of the email template, but not the creation data.

To design an email message, jump to the Editor tab. 🎨

How do I design a unique email message from scratch?

The Editor tab contains a modular email builder to craft beautiful and sophisticated emails with pre-programmed templates and very little effort. Learn all about this exciting feature here. 👈

How can I test and preview my shared email template before sending and why should I do it?

Don't deem your template to be finished before testing it in at least one of two ways: sending yourself a test email and previewing in browser. The respective buttons are to be found under both the Details and Editor tabs:

Sending a test email

Testing a shared email template in all manner of inboxes is a good way to see how it would render in different webmail providers and mobile devices and make adjustments if necessary (for instance, to improve legibility). A test email is a truthful depiction of what happens on the applicants' end when they open the message.

To send a test email:
     1) Click Send me a test email
     2) Insert a valid email address and click Send test email

You should promptly receive the test email, so make sure to check your email inbox as well as your SPAM and Junk folders.

Previewing in browser

Previewing in browser is closest to your actual work and homogeneous because HTML renders the same in all browsers. For that same reason, email recipients are also given a link to view the content of emails as it was intended through their browsers, as shown below:

Care that your templates look great in browser display to account for rendering differences across email clients, image blocking as a default setting, letting subscribers use the URL of the hosted web version to easily share the email – among many other benefits! 💌

To preview in browser:
     1) Click Preview in browser    
     2)
The preview will load in a new tab, so don't close it before viewing

Why do emails created from templates look different in Outlook?

Outlook uses Microsoft Word to render HTML emails, and this is problematic because MS Word is a text processor meant for print and not web design, i.e., it regards emails as documents. For example, if an email is longer than the length of a sheet of paper, unwanted page breaks will automatically be added to split content between "pages", thus breaking the original HTML formatting to cause spacing, image and font issues. In other words, Word's rendering engine doesn't obey the same standards as webpages, and that's one of the reasons why we provide the option to view emails in browser.

Please note that our email builder was made to be compatible with all email clients and in fact works great with browser display as well as Gmail, Yahoo, GMX, etc. Only Outlook is infamously faulty on a regular basis, for reasons outside our control. 🙁

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PUBLISHED: March 9, 2019
LAST UPDATED: March 9, 2019 at 10:27 a.m.

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