Using the Email Templates in Salesforce Mass Email

Since Salesforce.com mass e-mail schedule is aligned to the Greenwich time (5 hours after Eastern time), the daily schedule will work as follows: Each day begins at 7:00 pm of the day before, and finished the assigned day at 7:00pm. All “reserved time” e-mail blasts must be completed by 4 o’clock (Eastern Time) each day. After that, anybody on any team can fire away on e-mail assuming that they are using up “unused inventory” for the day. (To use that unused inventory, do not forget that the day finish at 7:00 pm eastern time). Each Business Unit will have a reserved time during the week to send mass e-mails. During this reserved time, they have privilege over the other Business Units to send mass e-mails. The reserved time for each Business unit is the following: Reserved time for Vantage Learning: Monday, Wednesday, and Friday. Reserved time for McCann: Thursday and half of the capacity of Tuesday. Reserved time for PD, communications, and Custom: For the three teams together: Half of the capacity of Tuesday. Weekends: First comes, first served.

Since PD, Communications, and Custom need to use the same assigned “reserved time” (Half of the capacity of Tuesday. for the three teams together): they have to plan in advance and coordinate to send mass e-mails when using their “reserved time”. PD, Communications, and Custom have less “reserved time” to send mass e-mails than the other teams. This assignation was based on their historical use of this resource. However, if for any reason, they need to exceed its assigned capacity, they have to coordinate with Learning and McCann. Learning and McCann should share with PD, Communications, and Custom their resources within these exceptional occasions

Creating New Email Templates Procedures If you need:                   Completely New email template: (this is where you are changing the MAIN PART of the email template)     Send the request along with the text you would like your template to have Heather Wilson hwilson@vantage.com     I will then work with Marketing to get the template created.     Understand this is NOT A SEND REQUEST TODAY GET TEMPLATE TODAY     The turn around time for a new template is 2 days per Marketing.            Editing an existing email template   You will not need to come to me to change:   A state reference in an existing email A quote or hyperlink to a media clip in an existing email         When in doubt please contact Heather Wilson

Using Email Templates in Sales Force Click on the “Leads/Contact” tab to get to the Leads /Contact homepage Scroll down the page until you see an orange bar that says “Tools” (you’ll also see sections that say “Reports” and Summary”). Under Tools, click on “Mass Email Leads/Contact”.

Using Email Templates in Sales Force You are now on a page that says “Mass Email Recipient Selection” at the very top of the page. The orange bar below that should say, “Step 1: Specify the recipients to include” From the drop-down box, select the view for your leads or type in the name of your campaign (for example, FETC 2006) and click “Go”. (If this doesn’t work, you may have to make a new view by clicking on “Create New View” and following those steps.)

Using Email Templates in Sales Force To create a new view (click on new view) Name your new list of people If you are getting these names from a Campaign select the campaign from the choices If you are blasting for a state or zip code or specific lead owner use the filters

Using Email Templates in Sales Force When you are done with your filters. Scroll to the bottom of the page to choose what fields you want to see on your list Make sure that you click the “visible to all users option on “step 4 restrict visibility” If you do not click this then only you will be able to see your list

Using Email Templates in Sales Force You are now the page which shows the names of the leads/contacts you selected. By default, all of the names are selected (you should see a check in the box next to each name). You can deselect any name by un-checking the box to the left of the name Click “Next” to continue.

Using Email Templates in Sales Force The orange bar across the top should now say, “Step 2: Select an email template”. From the drop-down box, pick the folder that has your template in Once you select the folder, the page displays the templates available in that folder. Select the email template you want to use To see a preview of that template click on the “preview” tab on the left Click on Next

Using Email Templates in Sales Force To see a preview of your template click on the “preview” tab on the left If this is the email you want to send close this screen Click on Next

Using Email Templates in Sales Force This screen will confirm the number of emails you are going to blast Make sure that you BCC yourself Make sure that the “store an activity for each message” is clicked Give the email a name Click send Your done

How to send a single email

Single email template If you are looking for a specific person to send you email to. From the Sales Force application select either : Lead, Contact Find the “contact/lead” and click on their name to open their information page

Click on the “send an email” Single email template Once in their information page. Scroll down till you see the heading” HTML Email Status” Click on the “send an email”

From here you can so several things. Single email template From here you can so several things. You can send a single email with your own text to the contact You can send to more than one person with this contact by adding other people to the CC Or you can select a template Select the email template you want to use To see a preview of that template click on the “preview” tab on the left Click on Next

Make sure that you have the subject correctly worded Single email template Make sure that you have the subject correctly worded Make sure that you have chosen everyone you wish to send this too Hit send