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

LAST UPDATED
September 4, 2024
Jason Gong
apps
No items found.
TL;DR

Integrate Gmail or Office 365 to send emails from Salesforce.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

Since you're learning about sending emails in Salesforce, you might love Bardeen's AI Agent. It automates email tasks, saving you time and improving productivity.

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."
__wf_reserved_inherit

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.
__wf_reserved_inherit

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.

__wf_reserved_inherit

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.
__wf_reserved_inherit

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.

Save time on email personalization with Bardeen. Use AI to draft emails for Salesforce contacts in seconds.

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.
__wf_reserved_inherit

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.
__wf_reserved_inherit

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.

Contents
Automate Salesforce emails with Bardeen

Bardeen's AI Agent automates email tasks in Salesforce for better efficiency.

Get Bardeen free
Schedule a demo

Related frequently asked questions

HubSpot Sequence Enrollment Guide: Steps & Tips

Learn how to enroll contacts into a HubSpot sequence, including bulk enrollment, the difference between sequences and workflows, and automation tips.

Read more
What Is an Elastic Template DocuSign? Quick Guide

Learn what an Elastic Template in DocuSign is, how it works, and the benefits of using it for your document management.

Read more
How to Ask for Sales Referrals: Effective Strategies

Learn effective strategies to ask for sales referrals. Discover the right timing, personalized requests, and follow-up techniques.

Read more
How to Setup Coupon Code in Klaviyo Emails: A Quick Guide

Learn how to setup coupon codes in Klaviyo emails with our quick guide. Discover steps, tips, and best practices for effective integration.

Read more
Finding Reddit Users by Email: Indirect Methods (3 Steps)

Learn why you can't find Reddit users by email due to privacy policies and discover 3 indirect methods to connect with them.

Read more
AI Cold Outreach Guide: Boost Sales in 2024

Discover how AI Cold Outreach can transform your sales strategy. Learn the essentials and best practices for leveraging AI to increase sales in 2024.

Read more
how does bardeen work?

Your proactive teammate — doing the busywork to save you time

Integrate your apps and websites

Use data and events in one app to automate another. Bardeen supports an increasing library of powerful integrations.

Perform tasks & actions

Bardeen completes tasks in apps and websites you use for work, so you don't have to - filling forms, sending messages, or even crafting detailed reports.

Combine it all to create workflows

Workflows are a series of actions triggered by you or a change in a connected app. They automate repetitive tasks you normally perform manually - saving you time.

get bardeen

Don't just connect your apps, automate them.

200,000+ users and counting use Bardeen to eliminate repetitive tasks

Effortless setup
AI powered workflows
Free to use
Reading time
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
By clicking “Accept”, you agree to the storing of cookies. View our Privacy Policy for more information.