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titleBuild a New Email

Build a New Email

Note

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

  • 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 add personalization tokens to your email. 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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titleConfigure Email Settings and Send

Configure Email Settings

  • Before sending your email, you will also need to go into the Settings tab to choose your email settings.

  • Here, you need to indicate the From Name, the From Address, the Subject line, the Preview Text and any other details you would like to include.

  • Once done, you can preview your email to ensure it looks correct on desktops and mobile devices. It is strongly recommended that you send yourself a test email to ensure that any personalization or content appears correctly to the recipient. When you receive the test email, make sure any links work and go to the correct webpage.

When you are ready to send your email, navigate to the Send or schedule tab, select the Contact list you would like to send to from the dropdown , and choose Send now or Schedule for later.

Send Your Email

  • When you are sure everything is correct, select Review and send.

  • Also be sure to add your email to the correct folder using the Actions dropdown.

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