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How to create email templates

Introduction

If you often send emails of the same type or need to reply to similar messages from time to time, you can speed up the communication process by using the Templates option of the Mail module.

Use this feature to send any invitation, convocation or confirmation messages, or to respond to them.

Step 1. Access the Mail

Enter your portal and click the Mail icon available at the top of each portal page.

How to create email templates? Step 1 How to create email templates? Step 1

To access the Mail, you can also open the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Create templates

The portal Mail window will open.

To create your first email template choose the Templates folder on the left-side menu, then click the Compose the first template link.

How to create email templates? Step 2 How to create email templates? Step 2

Alternatively, create a new email and save it as a template.

To do that, click the Create Email button and fill To, Copy, BBC and Subject fields in, where applicable.

Then click the Save button at the top of the page, open the drop-down list and select the Save template option or click the Templates button at the top of the page and confirm saving of the template.

How to create email templates? Step 2 How to create email templates? Step 2

If you need to use an existing message as a template, choose appropriate email and then select the Templates folder from the Move to menu.

How to create email templates? Step 2 How to create email templates? Step 2

You can also drag-and-drop your email directly to the Templates folder on the left-side menu.

Step 3. Edit templates

You can edit any created template.

To do that, choose the Templates folder on the left-side menu and open the email template you wish to edit.

Enter the text of the message, add a signature, smileys, images or links, and attach documents. You can also mark the template as important or request notification. As soon as the message is composed click the Save template button to save it, since templates are not autosaved like drafts.

If you leave the Templates folder without saving you will be prompted to save: click the Save / Do not save button or Cancel to continue editing.

How to create email templates? Step 3 How to create email templates? Step 3

The same way that you manage your emails, you can delete a template, move it to another folder or add tags.

Step 4. Apply templates

To apply a template click the Create Email button and open the Templates list at the top of the page, then choose the required one.

Alternatively, select a template, fill in the empty fields and send your email.

How to create email templates? Step 4 How to create email templates? Step 4
When you apply a template, its text is automatically inserted before the text of your message.

However if you need to completely replace the text, enable the Completely replace text of the email when you insert a template option. To do that, select the Common settings section on the left-side menu and turn the “on/off” switcher on.

How to create email templates? Step 4 How to create email templates? Step 4

Step 5. Reassign templates

If you delete your mailbox, all the messages will be removed from it.

However you can reassign your templates and drafts to another account.

To do that, switch to the Account Management section on the left-side menu and choose the mailbox you wish to delete. Where applicable, select the account which your templates will be reassigned to and tick the Reassign to account box while deleting.

Then, all your templates will be moved to the corresponding Templates folder and you can continue to use them.

How to create email templates? Step 5 How to create email templates? Step 5
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