---
title: "Create and manage email templates"
description: "Create shared and personal email templates, customize them with variables, organize them in folders and share them with your team."
url: https://help.nocrm.io/en/articles/55-create-and-manage-email-templates
collection: "Email Management"
updated: 2026-11-11
language: en
alternates: [de, it, pt-br, es, fr]
---

# Create and manage email templates

Create shared and personal email templates, customize them with variables, organize them in folders and share them with your team.

Writing the same email over and over again is time-consuming. Email templates let your whole team use the same wording, the same tone and the same follow-ups at each step of your [sales process](https://www.nocrm.io/academy/how-to-set-up-a-consistent-sales-process).

Admins can create shared templates for all users, and each user can create their own personal templates if an admin allows it.

> **Warning:** **Important**: Email templates only work for users who have connected their mailbox to noCRM.

## How do you create shared email templates?

Only admins can create shared email templates. Follow these steps:

1.  Click your avatar at the top right.
    
2.  Go to **Admin panel** > **Sales process** > **Email templates**.
    
3.  Create a new email template and fill in its fields: **Template's name**, **Folder**, **Email's subject**, **Cc**, **Bcc**, **Email's content** and **Attachments**.
    
4.  Save the template. It is available to all users.
    
    ![The Admin panel’s New email template form is open under Sales process > Email templates; a red arrow points to the Save button, and a red outline marks the breadcrumb. Visible: Admin panel, Sales process, Email templates, New email template, Email templates, Template's name.](https://staticfiles.gleap.io/ghelparticle/2dJY5wQD2bd9LSdKa89dFQPYFwlk9T24UIkHzUnFeCkL4LMjqXt8PPEQWN5uhg9qKwoKT6Q0x8p.png)
    

## How do you create personal email templates?

Users can create their own email templates only if an admin allows it. To allow it, as an admin:

1.  Click your avatar at the top right.
    
2.  Go to **Admin panel** > **Sales process** > **Email templates**.
    
3.  Click **Related Settings**.
    
4.  Select **Allow users to create email templates**.
    

Each user can then create their own templates: click your avatar, open your profile and go to **Email settings** > **Email templates**.

An admin can also create a template for a specific user: on the **Email templates** page, open the **Shared templates** drop-down list, select the user and create a new template for them.

> **Info:** **Note**: Attachments are limited to 10 MB and 5 files per template. The font of the email body can't be changed.

## How do you customize your templates with variables?

You can add variables to both shared and personal templates. Variables make sure your emails always include the information you need, such as the customer's first name, the sales rep's signature or a link to a calendar.

When you edit a template, insert variables from **Lead's variables**, **Default fields available** and **User's variables**.

> **Success:** **Best practice**: Make your templates as complete as possible, with variables, so your team can send them without rewriting them.

## How do you organize your templates in folders?

To organize your email templates, create folders. For example, one folder for your prospecting emails and another one for your lead management emails.

Create your folders, then drag and drop the corresponding templates into them.

## How do you analyze the performance of your templates?

Once you start using your templates, you can analyze their performance. To learn how, [read this article](https://help.nocrm.io/en/articles/56-templates-performance.md).

## How do you move personal templates to shared templates?

As an admin, you can share effective personal templates with your whole sales team. Follow these steps:

1.  Click your avatar at the top right.
    
2.  Go to **Admin panel** > **Sales process** > **Email templates**.
    
3.  In the **Shared templates** drop-down list, select the user whose templates you want to share.
    

-   To share all the user's templates, click **Share all templates**. Their folders are shared too.
    
-   To share only one or a few templates, click the **Actions** drop-down list on the right of the template and select **Share**.
    

> **Info:** **Note**: If a folder with the same name already exists in the shared templates, the two folders are merged.