App Tutorial

Sending Emails in Salesforce: A Step-by-Step Guide

Jason Gong
App automation expert
Apps used
May 15, 2024

Sending emails in Salesforce involves setting up your account, integrating with Gmail or Microsoft 365, and configuring email settings for individual, mass, and automated emails. You can also send emails with attachments and use Salesforce Flow for automation.

This guide covers everything from basic setup to advanced email automation techniques.

Enhance your sales outreach efficiency by automating email tasks in Salesforce with Bardeen, from personalized emails to scheduling meetings.

Sending emails directly from Salesforce using Gmail or Office 365 integration can significantly streamline your communication processes and improve productivity. This step-by-step guide will walk you through setting up email integration, personalizing your settings, sending individual and mass emails, automating email workflows, and monitoring your email performance within Salesforce. By following these steps, you'll be able to effectively manage your email communications without leaving the Salesforce platform.

Setting Up Email Integration in Salesforce

To start sending emails from Salesforce using Gmail or Office 365, you first need to set up email integration within your Salesforce org. Here are the key steps to follow:

  1. Navigate to Setup > Email > Email Settings in Salesforce.
  2. Scroll down to the "Outbound Email" section and click "Edit."
  3. Select either Gmail or Office 365 as your email service provider.
  4. Enter your email account credentials and click "Save."

It's crucial to ensure that your "Deliverability" settings allow for outbound emails. To check this:

  1. Go to Setup > Email > Deliverability.
  2. Make sure that "Access Level" is set to "All email" or "System email only."
  3. If necessary, click "Edit" to change the access level.

Once you've completed these steps, Salesforce will be able to send emails through your integrated Gmail or Office 365 account. Keep in mind that you may need to work with your IT department to ensure that your email service provider allows for this integration and to troubleshoot any potential issues with email deliverability.

Personalizing Email Settings in Salesforce

Salesforce allows users to personalize their email settings to match their preferences and maintain brand consistency. Here's how you can customize your email experience with AI:

Setting Up Email Templates

  1. Navigate to Setup > Communication Templates > Email Templates.
  2. Click "New Template" to create a new email template or "Edit" to modify an existing one.
  3. Choose a template type (e.g., text, HTML, custom), enter a name and description, and compose your email content.
  4. Save the template for future use.

Creating Email Signatures

  1. Go to Setup > Email > My Email Settings.
  2. Under "Email Signature," click "Edit."
  3. Compose your email signature using the rich text editor or by inserting an HTML snippet.
  4. Save your changes for consistent branding.

Managing Email Display Names and Reply-To Addresses

To ensure consistent branding and make it easy for recipients to identify your emails, you can customize your email display name and reply-to address:

  1. Navigate to Setup > Email > My Email Settings.
  2. Under "Email Address," click "Edit."
  3. Update your email display name and reply-to address as needed.
  4. Save your changes.

By personalizing your email settings in Salesforce, you can create a more efficient and professional email experience that aligns with your brand guidelines.

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Sending Individual and Mass Emails from Salesforce

Salesforce enables you to send individual and mass emails directly from the platform, streamlining your email communication process. Here's how to send emails using Salesforce with Gmail or Office 365:

Sending Individual Emails

  1. Navigate to the record (e.g., Contact, Lead, or Account) you want to email.
  2. Click the "Send Email" button or select "Send Email" from the Actions menu.
  3. Choose a template or compose your email from scratch with AI assistance.
  4. Customize the recipient, subject line, and email body as needed.
  5. Click "Send" to deliver the email.

Setting Up and Sending Mass Emails

  1. Go to the Contacts or Leads tab and select the recipients for your mass email.
  2. Click the "Mass Email Contacts" or "Mass Email Leads" button.
  3. Select an email template or create a new one for consistent branding.
  4. Personalize the email content using merge fields, if desired.
  5. Choose your email settings, such as the sender's name and reply-to address.
  6. Preview and send your mass email.

When sending mass emails, be sure to adhere to Salesforce's email limits and comply with anti-spam regulations. By leveraging Salesforce's email capabilities, you can efficiently communicate with your contacts and leads while maintaining a record of your interactions within the platform.

Automate your email outreach with AI-powered tools like Bardeen. Save time and boost response rates.

Automating Email Processes with Salesforce Workflows

Salesforce workflows are powerful tools that allow you to automate email sending based on specific triggers or conditions. By setting up automated email workflows, you can save time and ensure that important communications are sent promptly and consistently.

How Salesforce Workflows Automate Email Sending

Salesforce workflows can be configured to send emails automatically when certain criteria are met, such as:

  • When a new lead or contact is created
  • When a record is updated with specific values
  • When a task or event is completed
  • When a date or milestone is reached

Setting Up Automated Email Workflows

  1. Navigate to Setup > Process Automation > Workflow Rules.
  2. Click "New Rule" and select the object that will trigger the email.
  3. Define the criteria that will trigger the email, such as field values or date ranges.
  4. Choose the "Email Alert" action and select or create an email template.
  5. Specify the recipients, which can include users, contacts, leads, or specific email addresses.
  6. Activate the workflow rule.

Once your automated email workflow is set up, Salesforce will send the specified email whenever the defined criteria are met. This helps to streamline your email communications and ensures that important messages are delivered promptly, without manual intervention.

Save time on email outreach with AI-powered tools like Bardeen. Automate your tasks and focus on what matters.

Monitoring and Analyzing Email Performance in Salesforce

Salesforce provides a range of tools and metrics to help you monitor and analyze the performance of your sent emails. By accessing and interpreting email logs and reports, you can gain valuable insights to improve your email strategies and outcomes.

Email Tracking Metrics in Salesforce

Within Salesforce, you can track key email performance metrics, such as:

  • Open rates: The percentage of recipients who opened your email
  • Click-through rates (CTR): The percentage of recipients who clicked on links within your email
  • Bounce rates: The percentage of emails that were undeliverable
  • Unsubscribe rates: The percentage of recipients who opted out of future emails

Accessing Email Logs and Reports

  1. Navigate to the Reports tab in Salesforce.
  2. Select the "Email Reports" folder or create a new report using the "Email" report type.
  3. Customize your report to include the desired metrics and filters, such as date range, campaign, or recipient list.
  4. Run the report and analyze the data to identify trends, successes, and areas for improvement.

By regularly monitoring and analyzing your email performance metrics, you can make data-driven decisions to optimize your email content, timing, and targeting. This can help you improve engagement, conversions, and overall ROI from your email campaigns within Salesforce.

Automate Salesforce Emails with Bardeen for Efficiency

While Salesforce provides powerful built-in tools for sending emails, automating this process can save a significant amount of time and enhance efficiency, especially for sales teams looking to streamline their outreach and follow-up processes. Automating email tasks in Salesforce not only ensures timely communication with contacts but also allows for personalization at scale. Whether it's sending out meeting invites or creating draft emails for follow-up, automation can make these tasks more manageable and less time-consuming.

By leveraging Bardeen's integration with Salesforce and other platforms, sales teams can automate various email-related tasks directly from Salesforce. Here are a few examples of what you can achieve:

  1. Send an email to a Salesforce contact: Automate the process of sending personalized emails to your Salesforce contacts, ensuring consistent communication without manual effort.
  2. Send Meeting Invites to Salesforce Contacts via Gmail: Streamline the scheduling of sales meetings or webinars by sending automated invites to contacts stored in Salesforce.
  3. Create a draft email in Gmail for a Salesforce contact using OpenAI: Leverage AI to generate personalized draft emails for your Salesforce contacts, enhancing the personal touch in your outreach.

Explore these automations to elevate your email marketing and outreach strategies within Salesforce. Start by downloading the Bardeen app.

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