1. Upload Images for Email to Salesforce Documents
Salesforce ‘Documents’ tab is a file storage for documents referenced within Salesforce. For mass emails, you need to store the images you are sending in your email within Salesforce ‘Documents.’
1.1 Go to Salesforce ‘Documents’ tab
1.2 Create ‘New Document’
1.3 Upload your image to Salesforce as a document. Give it a name, select ‘Externally Available Image’ to ensure email recipients can see document. Store file in a Salesforce folder. Select the File and upload a file from your computer. Click Save.
2. Create Letterhead
A Salesforce ‘Letterhead’ allows you to create a stylish HTML email. You create a ‘Letterhead’ with formatting and images.
2.1 Select ‘Setup’. Search using the word ‘Letterhead’ and click ‘Letterheads’.
2.2 Click on ‘New Letterhead’ or ‘Edit’ an existing one.
2.3 Give the Letter head a label and select ‘Available For Use.’ Click ‘Save.’
2.4 Edit your letterhead properties. Background colour, header, body, lines, and footer can all be edited. Once ready save this letterhead.
3. Create Email Template
To create a stylish email template use HTML email templates in Salesforce. Here you take the letterhead and add text and merge fields within the body of the email.
3.1 Go to ‘Setup’. Type ‘email’ and select ‘Email Templates’.
3.2 Create ‘New Template’ or ‘Edit’ an existing one
3.3 Click "HTML (Using Letterhead)" and then 'Next'
3.4 Select the Salesforce email folder to store the template. Select 'Available For Use'. Give the template a name. Choose a Letterhead that you have previously created. Choose an email layout. Leave encoding as default. As an option, give the email template a description to assist other users. Click 'Next'.
3.5 In the next step, you write your email, including the subject.
3.6 You can add Salesforce fields as merge fields to your email. Select what object your field that you want to merge is on via 'Select Field Type'. Select the specific field via 'Select Field'. Copy the text displayed in 'Copy Merge Field Value' into the email. The example below asks Salesforce to populate the first name of the Contact.
3.7 You also need to create a text version of your email. You can copy the same text as the HTML email by clicking 'Copy text from HTML version'. Click 'Save'.
Your email template is now ready for use.