HQ allows you to create both a default email template for each mailbox that a user has, or create more specific templates such as special documents that you frequently create in email. For example, if you frequently send a terms and conditions email to your clients, then you can create this as a specific template and then you only have to write this once and you can send it whenever you need to.
HQ will also let you share templates with other users and let you mail merge information from HQ into your templates.
Modifying your Email Template
Your default email template is the one that is automatically displayed when you create a new email or reply to an email. It is usual to add your contact details, business detail and any disclaimer that you want to add to each email that you send. HQ will add the template to all emails that you send, whether creating an email from scratch or when replying or forwarding another email, ensuring that your branding appears on all emails. Also, any disclaimer will appear on ALL emails.
There are two ways to edit your email template:
- Edit your email in the document template editor (Document -> Template Editor). Select “-my email template” from the drop-down template selector. The email template is usually the top template in the list.
- The second way is for Administrators only, but this allows for all your mailbox templates to be edited, not just your default mailbox. To use the administrator template editor, go to the Admin pages and select the user to edit, select the mailbox to edit and select “Edit Mailbox”. In the Edit Mailbox page, click the Edit Template button.
When you have made changes to your template, remember to click on the Save button!
Considerations for Email Template Content
Although most email clients will be able to display HTML email contents, there are many restrictions on how complex the email template can be. For example, avoid resizing images in email templates as some email clients (notably Outlook) do not always resize the image. It is therefore best to have the image in the exact size that you will be displaying it.
Other considerations are email proportions. People will display the email in different size windows, so it is best not to use fixed width settings, but to allow the text to flow. Always avoid creating spacing by just inserting spaces, as many email clients will use their own fonts to replace any fonts that you use, and the spacing that you add will just look silly.
Images in emails are often removed, so consider carefully if you need any image in the email, and if so, keep it as low a resolution as possible. Consider how much storage space an image will occupy, and keep the image below 3kBytes otherwise mailboxes will fill quickly. Consider using links to images instead as this will take up much less storage space.
Similarly, keep the marketing information in your emails to a minimum; many spam filters will pick up on unnecessary information in emails and are more likely to class emails as spam if they contain lots of sales information and a large number of images.
Sometimes you may want to use some common features across email templates. You can do this by including other document templates within your email template. For example, if there is a footer that you want to apply to all email templates, then you can create that footer as a template, and then add the footer to your own email template.
For example, you may create a template as follows:
Kind Regards, HQ:MyName HQ:MyTelephone This email is intended for the recipients eyes only and does not necessarily represent the views of the company. Selestial Ltd. Registered In England 12345678
Part of this footer format could appear in many emails (and documents) and therefore you could create a separate template and call it “Email Footer” and then create personal email templates based on this template by entering the following in your email template:
Personal content here. HQ:Template(Email Footer)
Images in Emails
There are two ways of adding images to email templates, it could be done by embedding the image in the email, or creating a link to the image. Embedding an image in the email template takes up a lot of storage space because every email will contain a copy of the image. It is therefore recommended not to embed the image, but to create a link to the image instead. Do this by adding the image to the image library and when inserting the image into the template (using the insert image icon), do not tick the option to embed the image into the email.