How to Create an Email Template

This guide will walk you through creating a professional email template using the TrustMinder email marketing tool.

Overview

Email templates are reusable designs that you can use across multiple campaigns. Templates are built with  a visual drag-and-drop editor—no coding required. You design your email on a canvas by adding and arranging components; the system handles responsive layout so your emails look great on desktop and mobile.

Prerequisites

• Access to the Email Marketing section
• At least one verified email address in your account (configured in your profile settings)

Step-by-Step Guide

Step 1: Navigate to Email Templates

1. Go to Email Marketing in the main navigation
2. Click on the Templates tab
3. Click the Create Template button (or + icon)

Step 2: Choose a Starting Template

When creating a new template, you'll see a selection of starter templates:

• Blank - Start from scratch with a minimal structure
• Newsletter - Perfect for regular updates and announcements
• Promotional - Designed for sales and marketing campaigns
• Minimal - Clean and simple design
• Welcome - Great for onboarding new subscribers

Tip: You can always customize any template after selecting it, so choose the one closest to your needs.

Step 3: Configure Template Settings

Click the Settings button (gear icon) in the top right to configure:

Required Fields

• Template Name: A descriptive name for your template (e.g., "Monthly Newsletter", "Product Launch")
• Email Subject: The subject line recipients will see
  • Use personalization variables like {{first}}, {{surname}}, {{email}} for dynamic content
  • Example: "Hello {{first}}, check out our new products!"
• From Email: Select from your verified email addresses

Optional Fields

• From Name: How your name/company appears (e.g., "TrustMinder Team")
• Reply-To Email: Where replies will be sent (defaults to From Email if empty)
• Preview Text: Short text shown in email clients before opening (usually 40-90 characters)
• Labels: Tags to organize your templates (e.g., "newsletter", "promotional", "seasonal")

Personalization Variables

The settings dialog shows available variables you can use in your subject line and email content:

• {{first}} - Contact's first name
• {{surname}} - Contact's last name
• {{email}} - Contact's email address
• {{company}} - Contact's company name
• And more...

Click any variable chip to copy it, then paste it into your email content in the editor.

Step 4: Design Your Email in the Template Editor

After choosing a starter template, the visual editor opens. You design your email by dragging components onto the canvas and editing content—no code required.

Understanding the  Interface

• Canvas (centre): The main editing area where your email is laid out. What you see here is a close representation of how the email will look.
• Blocks panel (right): A list of components you can add—sections, text, images, buttons, dividers, spacers, and more. Click a category to expand it and see available blocks.
• Layers / Style panel (right): When you select an element on the canvas, the right panel shows its properties so you can change styling (e.g. colours, padding, font size) and settings.
• Top toolbar: Buttons for undo/redo, full-screen, and other editor actions.

Adding and Editing Content

1. Add a component: In the right panel, find the block you want (e.g. Text, Image, Button), then drag it onto the canvas and drop it where you want it. You can drop inside existing sections or between sections.
2. Edit text: Click any text block on the canvas to select it, then click again (or double-click) to edit the text inline. Type or paste your content, including personalization variables like {{first}} or {{surname}}.
3. Add an image: Drag the Image block onto the canvas. Select the image component, then in the right panel set the image URL, or use the Asset Manager to upload an image (images are stored for you). Add alt text for accessibility.
4. Add a button: Drag the Button block onto the canvas. Select it and use the right panel to set the button label and link URL.
5. Rearrange: Click an element to select it, then drag it to a new position, or use the layers panel to reorder. You can also delete selected elements with the keyboard or via the panel.

Working with Sections and Layout

• Sections are the main horizontal bands in your email. Starter templates already include sections; you can add new ones from the blocks panel.
• Columns sit inside sections and let you place content side by side (e.g. image left, text right). Select a section to add or adjust columns in the style panel.
• Use Spacer and Divider blocks to add vertical space or horizontal lines between content.

Adding and Managing Images

• Upload: When you add or select an image component, use the asset manager (e.g. via the image URL field or upload button) to upload a file. Uploaded images are stored and their URLs are inserted for you.
• Use a URL: If you have an image hosted elsewhere, paste the full image URL into the image component’s URL field. The image must be publicly accessible (no login required).
• Alt text: Always fill in the alt text field for images so the email is accessible and works when images are blocked.

Tips for Designing in the Editor

1. Start from a template: Use a starter template that’s close to your goal, then change text, images, and colours in the editor.
2. Use your branding: Your profile branding (colours, fonts) is applied to starter templates; you can refine further in the style panel.
3. Keep layout simple: Fewer columns and sections usually look better on mobile.
4. Click to select: Selecting an element before editing or styling ensures you’re changing the right part.
5. Preview before sending: Use “Send a Test” (after saving) to see how the email looks in real inboxes.

Step 5: Import Existing HTML (Optional)

If you have an existing HTML email:

1. Click Import HTML in the top toolbar.
2. Either upload an HTML file or paste HTML into the text area.
3. Click Convert to MJML (the system converts HTML to the format used by the editor).
4. In the Converted MJML tab, click Load into Editor to bring the design into the canvas.
5. You can then adjust layout, text, and images visually in the editor.

Note: Complex HTML may not convert perfectly; use the editor to fix layout or styling as needed.

Step 6: Preview and Refine

Before saving:

1. Scroll through the canvas to review the full email.
2. Check that all text, links, and images are correct.
3. Confirm personalization variables (e.g. {{first}}) are in the right places.
4. After saving, use Send a Test to see how the email renders in real email clients and on mobile.

Step 7: Save Your Template

1. Click Create Template (or Save Changes if editing).
2. The system validates and compiles your design. If something is invalid (e.g. a broken component or missing required field), you’ll see an error message.
3. Fix any issues (e.g. complete required settings, fix the component mentioned in the error) and save again.
4. Once saved successfully, you’re redirected to the Templates list.

Step 8: Send a Test Email (Optional)

After saving, you can send a test email:

1. Open your template from the Templates list
2. Click Send a Test button
3. Enter a test email address
4. Click Send Test Email
5. Check your inbox to see how the email renders in real email clients

Best Practices

Content

• Clear subject lines: Be specific and compelling.
• Scannable layout: Use headings, bullet points, and white space in the editor.
• Single call-to-action: Focus on one main button or link per email.
• Alt text for images: In the image component, always fill in descriptive alt text for accessibility.

Design in the Editor

• Mobile-first: Prefer simple layouts (one or two columns) so the email works on small screens.
• Consistent branding: Use your profile branding and the style panel to keep colours and fonts consistent.
• Readable text: In the style panel, use at least 14px font size for body text.
• Contrast: Make sure text is readable against background colours.

General

• Save often: Save your template as you go so you don’t lose changes.
• Test personalization: Use variables like {{first}} in text blocks and send a test to confirm they work.
• Optimize images: Use reasonably sized images so the email loads quickly.
• Use labels: Tag templates (in Settings) for easier organization.

Troubleshooting

Save or Validation Error

Problem: Error when saving (e.g. "compilation failed" or validation message).

Solutions:

• Ensure Template name, Email subject, and From email are set in Settings.
• Remove or replace any component that looks broken (e.g. empty or red-bordered).
• If you imported HTML, try simplifying the design in the editor and saving again.
• If the message mentions a specific issue, fix that part and save again.

Images Not Displaying

Problem: Images don't show in preview or emails

Solutions:

• Ensure image URLs are publicly accessible (not behind authentication)
• Use HTTPS URLs when possible
• Check that image file extensions are correct (.jpg, .png, .gif)
• Verify image URLs in a browser first

Personalization Not Working

Problem: Variables like {{first}} show as literal text

Solutions:

• Ensure you're using double curly braces: {{variable}}
• Check that the variable name matches exactly (case-sensitive)
• Verify the contact has data for that field
• Test with a real contact that has the required fields populated

Template Looks Different in Email Client

Problem: The email looks good in the editor but different in an inbox.

Solutions:

• Use Send a Test to see how it renders in real email clients.
• Some clients (e.g. Outlook) support limited styling; keep layouts and fonts simple in the editor.
• Prefer the built-in blocks (text, image, button, section) rather than very custom layouts.
• Test in more than one client (e.g. Gmail, Outlook, Apple Mail) if you can.

Next Steps

After creating your template:

1. Create a Campaign: Use your template in an email campaign
2. Edit as Needed: Templates can be updated anytime
3. Duplicate: Create variations by editing and saving with a new name
4. Organize: Use labels to group related templates

Related Guides

• How to Create an Email Campaign
• How to Use the Suppression List