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Email Creation - All Steps at a Glance

This guide covers the basic ingredients for creating newsletters and emails. Follow these steps to ensure your ready before you've started creating an email.

🙋🏻‍♂️ Before getting started

Before diving into HubSpot Emails, make sure the basics are set up correctly. The following articles will help you prepare your files, contacts, and email settings:

  1. Upload & Manage Files
  2. Marketing Contacts
  3. Subscription Types
  4. Select the correct Email Folder
 


What you will learn in this article:

Step 1: Email Templates

💌 Email Type

  • After selecting the correct folder, click on the “Create email” button in the top right corner.
  • Choose whether you are creating a “Regular” or “Automated” email.
  • Select the appropriate pre-configured template from the Template Library that matches your branding requirements.
    230718_Hubspot-create-a-Newsletter-regular

🚀 Choose your Template

Accelerate and simplify your newsletter and email creation process with our ready-to-use templates - discover how they work and how to use them effectively.

Internal Knowledge Base: Email Templates

Step 2: Email Settings

  1. Change email name by clicking into the title on top. 

    Internal Knowledge Base: Naming Conventions & Structure

  2. Navigate to the Edit Tab
    1. Adjust local language and any other necessary changes.
  3. Navigate to the Settings Tab
    1. Change From name*
    2. Change From address*
    3. Add Subject line*
    4. Add Preview text*
    5. Change Language*
    6. Add Subscription type*
      Learn more about subscription types here. 
    7. Change Office location* (influences the footer of the Mail) 
    8. Select a Campaign (optional) 
      Learn more about HubSpot Campaigns here.
    9. Switch on the toggle for web version if you wish to do so (optional).
      Learn more about the Web version and the naming here.

Step 3: Naming Conventions & Structure

Customize the content within the pre-configured template:

  • Change email name by clicking into the title on top. You must follow the global guidelines on how to name your email. 

    Marketing E-Mail (campaign-related)

    Country-Language // YYYY-MM // CATEGORY // Name of Campaign // Internal Name of Email

    • CH-EN // 2024 // LEAD // Roadshow // Follow Up
    • CH-FR // 2024 // LEAD // Roadshow // Follow Up
    • CH-IT // 2024 // LEAD // Roadshow // Follow Up
    • CH-DE // 2024 // LEAD // Roadshow // Follow Up
    • GLOBAL-EN // 2023-12 // LEAD // Gentle Guide // Download
    • UK-EN // 2023-10 // LEAD // Event // Carfest // Follow-Up Email
    • DE-DE // 2023-10 // LEAD // Dental Recommendation Vouchers // Mail 1

    Marketing E-Mail (not campaign-related > weekly Newsletter)

    Country-Language // YYYY-MM // Number of Newsletter in this month // Internal Name of Email

    • CH-EN // 2024-03 // 01 // Aligner Foam Launch
    • UK-EN // 2024-03 // 01 // Aligner Foam Launch
    • IT-IT // 2024-03 // 02 // Ortho for kids
    • NL-NL // 2024-03 // 03 // How to brush with braces

    Internal Knowledge Base: General Guidelines & Naming structure

Internal Knowledge Base: Naming Conventions & Structure

Step 4: Edit your Newsletter

Once you're in edit mode, you can begin crafting your newsletter using the template you selected. Think of the template as your starting point — it’s meant to save time, not limit creativity. You can always add, remove, or adjust sections as needed. Keep it simple, make it yours, and focus on clarity.

  • Adapt the Template: Use the selected template as your foundation. Modify existing sections, insert your copy, and add, replace, or remove images as needed.

  • Add New Sections: Navigate to the Sections tab, then simply drag & drop the elements you need. Customize them to fit your content.

💡 Tip: Keep it short and simple. Think like a customer — readers prefer brief, clear emails that are quick to scan. Images can often communicate more effectively than text. Aim for minimalism, reduce friction, and remember: less is more.

Internal Knowledge Base: Edit your Newsletter

Step 5: Finalize and Send the Email

When you are happy with your email and ready for the next step:24

  • Go to “Settings” and ensure all details are correct:
    • Sender information / Subscription Type28
    • Subject line
    • Language
    • Office location (this influences the footer of the email) 

      29

    • Optionally / ideally – add a campaign to your Newsletter for better result tracking:

      30
    • Don’t forget to save your Newsletter: 
      31

    Ensure Plain Text and Web Version Are Set Up

    Internal Knowledge Base: Set Up Plain Text & Web Version

    Step 6: Send Newsletter & Test

    Before sending your newsletter, it’s important to run tests, review key settings, and choose the right recipients. This section guides you through final checks, test sends, and the actual send-out process in HubSpot.

    Internal Knowledge Base: Send Newsletter & Test

    Step 7: Track Performance

    To see how a Newsletter has performed – Just go into a Newsletter that has been sent already and choose between “performance” or “recipients”.
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