A Comprehensive Guide to Classic Email Templates in Salesforce

Salesforce’s Classic Email Templates are a powerful way to create, customize, and standardize email communications with your customers. These templates are widely used for automated notifications, marketing campaigns, and internal communications. This blog offers a comprehensive guide to Classic Email Templates, covering their various types, the steps to create them, and practical tips for using them efficiently.

Thank you for reading this post, don't forget to subscribe!

What Are Classic Email Templates in Salesforce?

Classic Email Templates in Salesforce allow users to create predefined email formats that can be reused for multiple purposes, such as sending confirmations, updates, or alerts. These templates streamline communication and ensure consistency across emails.

We can use the created templates during the creation of workflow rules, Big Deal Alert, Cases, Case Assignment Rules, Case Escalation Rules, Process Builder, Web to Lead, etc.

Types of Classic Email Templates

Salesforce offers four types of Classic Email Templates to suit different needs:

1. Text Templates:
   • Simple, plain-text emails without formatting.
   • Ideal for system-generated messages or basic communication.
2. HTML with Letterhead Templates:
   • Use pre-designed letterheads and formatting.
   • Great for brand-focused emails with a consistent look and feel.
3. Custom HTML Templates:
   • Fully customizable HTML emails.
   • Best for advanced designs, such as promotional emails or newsletters.
4. Visualforce Templates:
   • Dynamic templates built using Visualforce.
   • Useful for complex emails with conditional content or dynamic data.

How to Create Classic Email Templates

Step 1: Navigate to Email Templates

1. Go to Setup → Classic Email Templates
2. Click New Template.

Step 2: Select the Template Type

Choose one of the four template types based on your requirements.

Creating a Text Template

1. Select: Text.
2. Enter Details:
   • Folder: Specify where to save the template.
   • Email Template Name: Provide a unique name.
   • Subject: Add a relevant subject line.
   • Text Body: Type the email content in plain text.

Creating an HTML with a Letterhead Template

1. Select: HTML (using Letterhead).
2. Enter Details:
   • Select a pre-existing letterhead or create one if required.
   • Add the subject line and body content with formatting.

3. Use the editor to customize the content with fonts, images, and links.

Building a Custom HTML Template

1. Choose the Custom HTML option.
2. Enter the HTML code manually or paste it into the editor.
3. Add a subject and content placeholders for dynamic data.
4. Preview the email to ensure the design appears as expected.

Creating a Visualforce Template

1. Select: Visualforce.
2. Add the Visualforce markup and logic for dynamic data.
3. Define the subject and recipient.
4. Preview the template to test dynamic content rendering.
   
   

Using Merge Fields in Email Templates

Merge fields allow you to personalize emails by dynamically inserting data from Salesforce records. For example:

• {{!Contact.FirstName}} will display the recipient’s first name.
• {{!Opportunity.Amount}} will display the opportunity amount.

To add merge fields:

1. Select Insert Merge Field from the editor.
2. Select the relevant field from the dropdown.
3. Insert it into the template.

Testing Classic Email Templates

Before deploying your email templates, test them to ensure they display correctly and include the desired dynamic data.

1. Open the email template.
2. Click Send Test and Verify Merge Fields.
3. Select a test record and send the email.
4. Verify the output in your inbox.

Best Practices for Classic Email Templates

1. Use Consistent Branding:
   • Incorporate company logos, colors, and fonts using letterheads.
2. Customize Your Message:
   • Use merge fields to tailor emails and make them more meaningful for each recipient.
3. Keep It Simple:
   • Make sure your message is straightforward and easy to understand.
4. Test Across Devices:
   • Preview your templates on both desktop and mobile devices to ensure compatibility.
5. Track Email Performance:
   • Utilize Salesforce’s email tracking tools to monitor opens, clicks, and delivery metrics.

Limitations of Classic Email Templates

1. Limited Interactivity:
   • Classic Email Templates are less interactive than Lightning Email Templates.
2. No Drag-and-Drop Editor:
   • Customizing HTML and Visualforce templates requires coding skills, as they don’t offer a drag-and-drop editor.
3. Deprecated for Future Enhancements:
   • Salesforce encourages users to migrate to Lightning Email Templates, which offer advanced features.

Migrating to Lightning Email Templates

Salesforce is gradually transitioning to Lightning Email Templates, which provide enhanced functionality, including a drag-and-drop editor, folder sharing, and richer formatting options. To migrate:

1. Identify your frequently used Classic Email Templates.
2. Recreate them in Lightning Email Templates using the intuitive editor.
3. Test and deploy them in Lightning Experience.

Conclusion

Classic Email Templates in Salesforce are an essential tool for automating email communication and ensuring consistency in messaging. While they are being phased out in favor of Lightning Email Templates, they still serve a vital role in Salesforce Classic environments. By understanding how to create, test, and optimize these templates, you can maximize their impact and streamline your communication workflows.

For those using Salesforce Lightning, consider transitioning to Lightning Email Templates for a more modern and feature-rich experience.