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title1. Access Email Templates

Access Your College’s Email Templates

To see your college’s emails in HubSpot, navigate to Marketing > Email.

If you cannot see emails or do not have access to create them, you will need to reach out to your college enrollment and marketing teams for permission.

  • Here, you will see the emails already in place for your college. If you have questions about existing emails in the system, contact your local college Marketing department for clarification. In general, District Marketing and your college marketing team have collaborated on your college’s emails, so these will have consistent branding, proper formatting, and compliance.

Note

Important—If you need to create a new email, we strongly encourage you to consult with your local Marketing office for assistance

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titleBuilding a New Email

Create a New Email

  • Navigate to Marketing > Email.

  • Clone an existing email to ensure consistency with branding and compliance. To do this, locate an email with a layout and design that suits your needs, hover over the email title, and select the Clone button that will appear off to the right.

  • Next, you will select your College, which HubSpot refers to as a “Business Unit.” You will also need to choose whether you want this email to be a Regular or Automated email. A Regular email cannot be used in workflows for email automation, meaning it can only be sent to existing lists. An Automated email, on the other hand, is dynamic and can be sent as users are added to lists that exist in workflows. You can change the email type in the editing phase, though not after an email has been published.

  • change the name of your email, as it will inherit the name of the email you cloned. 

    Emails in HubSpot work off drag-and-drop elements. On the left, there are various options, shown as icons, that you can drag directly into the email builder, such as image, text, and button, among others. 

    When images are uploaded to an email these images are stored under  Library,  Files. This folder is one that is shared amongst all of the colleges. In order to help others keep track of their images, please name your images starting with your college acronym or move them once uploaded into your college specific folder. 

    Once you add elements, HubSpot uses standard word processing tools to format your message.

    You can also build emails with personalization tokens in them. For example, if you would like to reference a student’s name in the greeting, you can select Personalize. Then on the "Insert Token" window, select "Contact" and then the "First Name" token

    When using tokens, be sure to include a “Fallback value” to be used if the email recipient’s information is not available.

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For additional instructions on creating and managing emails, view all HUbSpot Marketing Email articles.