Emails in HubSpot used for email automation—also known as “drips”—or one-time mass email communication.
Emails are sent to lists, which we covered earlier in this video.
To see your college’s emails, navigate in HubSpot to Marketing, and then Email.
Here, you will see the emails that are already in place for your college. If you have questions about existing emails in the system, reach out to your local college Marketing department for clarification.
In general, the emails for your college were created in collaboration with your local Marketing team, so these will contain consistent branding, proper formatting, and compliance.
If you are unable to 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.
If you need to create a new email, you are strongly encouraged to reach out to your local Marketing office for assistance first.
When you are ready, it is recommended that you clone an existing email to preserve the branding and compliance we just mentioned.
To do this, find an email with a layout and design you like, hover over the email title, and select Clone.
Here, you will select your College, referred to as a “Business unit” in HubSpot.
You will also need to choose whether you want this email to be a Regular email or an Automated email. A Regular email cannot be used in workflows for email automation, meaning it can only send 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.
For this example, we will select a Regular email.
Please note that you can change the email type in the editing phase, though not after an email has been published.
Emails in HubSpot work off drag-and-drop elements. You will see on the left that there are various image, text, and button options that you can drag directly into the email builder.
When adding your own images to an email, these images are uploaded to 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, Contact, and First name.
Before sending your email, you will also need to format the Settings tab.
Here, you need to indicate the From name, the From Address, the Subject line, and any other details you would like.
Once done, you can preview your email to ensure it looks correct on desktop 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 are ready to send your email, navigate to the Send or schedule tab, select the Contact list you would like to send to, and choose Send now or Schedule for later.
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.
For detailed instructions on managing and creating emails, see our HubSpot Knowledge Base.
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About HubSpot’s Emails
At Maricopa, HubSpot's marketing email tool engages with students, prospective applicants, and community members. From promoting upcoming classes, offering information about scholarships, or sharing key updates on student services, this tool allows us to personalize and tailor content to ensure each message resonates with our audiences.
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