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How to Keep Your Email Templates Fresh: A Guide to Replacing Old Files
How to Keep Your Email Templates Fresh: A Guide to Replacing Old Files

Learn how to easily update the files attached to your reusable email templates in only eight steps

Cláudia Duarte avatar
Written by Cláudia Duarte
Updated over a week ago

Documents, like bread, eventually go stale, at which point they will no longer be suitable for consumption. A prime example is brochures: if the information you're sharing about your programmes is inaccurate, it will mislead prospective applicants, reflect badly on your school, and potentially lead to a world of problems. As such, it's paramount to keep the attachments in your email templates as fresh as a newly baked loaf of bread. 🍞😉

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How do I replace a file in a shared email template?

Please follow the instructions below:

1) Access the directory of shared email templates by clicking the gear icon on the top-right corner and tapping Shared email templates.

2) For convenience, filter the list by author or type a keyword related to the subject or name of the email template you're after into the search bar to quickly find it. The search bar is not case-sensitive, and partial words can be used.

3) Next, click on the name of the email template, highlighted in blue, to open it.

4) Once inside the template, navigate to the Contents tab.

5) Hover your mouse cursor over the section within the body of the email where you want to upload a new file and press EDIT to go into edit mode.

6) To remove the obsolete file you wish to substitute, click on the piece of text in which it's embedded and choose Unlink. This action will simultaneously remove the file and restore the call-to-action to plain text.

7) Select the word or phrase that is to serve as the new call-to-action and click on the File button on the toolbar. A new modal will pop up: either press Choose files to grab a file from your computer or drag and drop it into the designated area. The modal will close automatically once the upload finishes.

8) Lastly, press Save to complete the operation. Repeat throughout the rest of the email template as needed.

That's all! 😃 Having gotten a new lease on life, your email template is now ready to be sent out into the world again. Happy emailing! 💌

Do updated shared email templates go into effect immediately?

Absolutely! Upon saving an update, as directed in the previous step-by-step guide, the system seamlessly implements the most current version of the email template across all automated workflows to which the latter is linked. Therefore, no further action is necessary. 😌


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PUBLISHED: February 15, 2024
LAST UPDATED: February 15, 2024, at 8:30 p.m. London time, by Cláudia Duarte

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