Cloudy’s Chalkboard: How to Create an Email Letterhead

Creating an email letterhead is the first step toward fully harnessing the power of email from within salesforce.com.
If you are not already using email within (or integrated with) your salesforce.com, let’s briefly consider a few benefits of doing so:

• 360 degree view of all communication with a Contact:  As you and your teammates communicate with your contacts, all emails are tracked on the contact record so that everyone can see the full story of those interactions (alongside logged calls and other activities).

• Automation: If you are using the Enterprise or Unlimited edition of salesforce.com, email messages can be automatically sent and logged, based on criteria you set.

• Consistent messaging: By utilizing Letterheads and Templates, you can standardize your messaging, reduce the time spent composing emails, and give all your emails a consistent brand identity, using a Letterhead with your colors and logos.

With just a logo and a few color choices, Redpath now has a letterhead that will ensure a consistent, branded look for all of their outgoing email.

Step 1: Upload your logo (or other image) to the Documents tab in your salesforce.com. 

•  If you cannot see this tab, find it by clicking the “+” to the right of your tabs.  

• If you don’t have any document folders set up, you can create one by clicking the “Create New Folder” link.  For instance, create a folder called “Logos.”

• Before uploading, make sure the logo is the exact size you want for the Letterhead.  Unlike other familiar document and image interfaces, such as Word or Google Docs, you will not be able to adjust the size of the image after loading it. (If you make a mistake on the size of the image, simply replace your original image or load it as a separate document.

• Be sure to select the “Externally Available Image” checkbox!

Step 2: Create the LetterheadGo to Your Name> Setup> Communication Templates> Letterheads> New Letterhead.

• Give your letterhead a descriptive name and be sure to check the “Available for Use” checkbox. Click “Next”.

• On the Letterhead edit page which appears, add your Logo by clicking the “Select Logo” button and finding the logo you uploaded in the correct folder.  If you do not see your logo in the correct folder, you probably forgot to select the “Externally Available Image” checkbox!  You can fix it by going back to the Documents tab, find the logo, click “edit” and select the checkbox.

• Click through the other “Edit” boxes on the Letterhead editor to choose colors and styles for the rest of the letterhead.

• Click the “Preview” button above the editor to see how it looks!

• Click “Save”.  (You can always come back and edit it more later)

Your Letterhead is ready to use. Try it out by navigating to a contact record and clicking “Send an Email.” on the Activity History related list.  At the top of the email interface that appears, you will see a “Select Template” button.  (If you do not see your template in the pop-up dialogue, you probably forgot to select the “Available for Use” checkbox!  You can fix it by going back to the Letterheads page, clicking “edit” next to your letterhead, and marking the checkbox on the edit page.) With just this set up, you can send free form emails from salesforce.com that will have a consistent company brand, and the emails will be automatically attached to the correct contact records.

Next week, Cloudy will help you reach the next level of emailing in salesforce.com by creating Email Templates!