Templates are at the core of Yesware — they let you create personal, customized messages for every stage of your sales process. At their most basic, templates are messages that you’ve saved to your Yesware account that you can use for future emails. They allow you to send rich, personalized emails to prospects in a fraction of the time it would take to draft that message each time you needed it. At their most effective, Templates are another important way you can use Yesware to build stronger business relationships faster. That’s the Yesware difference.
On the Premium and Enterprise plans of Yesware, templates can be shared across entire teams – giving all team members the ability to view and use the most successful templates across their team. We’ve also built reporting around templates, helping you see which templates are most effective. Our brand new Templates Report also provides visibility into what templates your teammates are using, and which templates, and sales reps, are most successful.
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Creating and Editing Templates
Templates can be created and edited from three different places:
- From the Templates button at the top of your inbox
- Via the App Site, accessed via the Yesware menu > My Account.
- Right from your compose window, if you’re using Gmail.
To create a new template, click the “New Template” button in the top right corner or the Template modal or the App Site. To edit an existing template, find your template on the left-hand panel and click the “edit” button. Note: any changes made through the Yesware App will require that you refresh Gmail to see the updates in the Gmail extension.
Want messaging to save as a Template? Here are 18 free emails to adopt as your own.
The Magic of Placeholders
No matter how great your template is, you’ll always want to gear it so that it’s unique to each one of your prospects. You might want to add in their name, a note about what you most recently spoke about, or set any numbers and figures to be specific to your prospect. When drafting your templates, put anything that should be fine-tuned before sending your email into placeholders, and Yesware will make it easy to update. Anything that you’ve placed in brackets will be highlighted in red when that template is inserted into your email. These red-highlighted sections will be replaceable with a single click, matching the formatting around it.
We offer two different types of placeholders, Text Fields and Dropdown Fields, that can be used in templates. The Text Field act as blank free-form text entry fields. The Dropdown Field act as a pick list and when using the template, you will be able to choose from any of the options that you defined when creating the template.
1. Text Field
– In the template editor, click on the “+Test Field” button. Name the text field and click “OK”.
– If you use multiple Text Fields in a single template and name them the same thing (for instance, two text fields both called “Name”), filling in one of those Text Fields will fill in both.
2. Dropdown Field
– In the template editor, click on the “+Dropdown Field” button.
– Name the dropdown field and create up to 5 options.
If you are on our Enterprise plan, you can use dynamic templates to pull in information from the recipient’s record in Salesforce. When entering a new template in the Gmail compose window, we will look at the first recipient in the To field. If a matching contact or lead is found, we will populate the dynamic fields in your template with information from any matching Salesforce fields such as their name, company details, job title, etc.
Recently Used & Favorite Templates
Our template interface includes features to make emails faster and more effective.
The ‘Recently Used’ and ‘My Favorites’ tabs give you the option to view your most recently used templates and save your favorites in a single, easy-to-access place. You can favorite a template by clicking on the heart button on the far-right side of each template in the Template Menu.
Team Template Sharing
Yesware helps teams of salespeople by making it simple to streamline their email communications. In addition to creating a team in Yesware and gaining insight into team activities, our Premier, and Enterprise plans include a centralized team template library. The team template library is a place where members of a sales team can collaborate on and share their most effective templates.
As a team leader, head to the Team tab inside the Yesware app (Yesware menu > My Account > Team). On the left-hand side, there is a “Team Templates” section. Each team template category is listed under “Add/Edit Templates” – like the personal template library, you can add and edit templates in the Team Library.
When you click the “Review Templates” link, you’ll see a list of recently edited or created templates gathered from each of your team members. While reviewing these templates, you’re likely to find one that the rest of the team would benefit from having. Click the orange “copy to team library” button to add that template to the team library.
Templates Report
Sales is a team sport, and where one person succeeds – everyone succeeds. That’s why we think you’ll love the all-new Templates Report. The report breaks down template usage by individual user, so sales leaders can guide their team strategy and individual team members can see how their colleagues work – and how their own performance stacks up. Drill-down either BY USER or BY TEMPLATE for the deepest level of insight into template performance across your team. What’s best, at the top of the Templates Report, you’ll soon be able to see exactly how your template usage compares to your teammates, so everyone can improve together.
Want to check out a 3-minute overview of Templates? Click below!
Have a question that wasn’t covered in any of the above? Feel free to view our FAQ and submit a question through our Help Center. We’re here to help and we’d love to hear from you!
Yesware Templates FAQs
1. How do Yesware templates save sales reps time?
Yesware templates allow reps to create, personalize, and reuse proven emails instead of rewriting messages from scratch. This consistency shortens response times, reduces manual effort, and frees sellers to focus on relationship building and closing deals.
2. Can I personalize Yesware templates for each prospect?
Yes. Templates can be customized with placeholders for names, companies, or pain points. Dropdowns and text fields make personalization quick and consistent, so every message feels unique without requiring reps to rewrite content each time.
3. How do Yesware templates help improve email performance?
Yesware tracks template usage and performance metrics, such as open and reply rates. Reps and managers can see which templates resonate most with prospects, refine messaging, and scale successful approaches across their team.
4. Can Yesware templates be shared across my sales team?
Yes. On Premium and Enterprise plans, templates can be shared in a centralized library. Team members can access, edit, and collaborate on high-performing messages, ensuring best practices are spread across the entire sales organization.
5. What’s the difference between personal templates and team templates in Yesware?
Personal templates are stored in your account for individual use, while team templates are shared libraries available to all users on a team plan. Leaders can review, approve, and copy the best-performing personal templates into the team library.
6. Do Yesware templates integrate with Salesforce or other CRMs?
Yes. Enterprise users can use dynamic templates that pull details directly from Salesforce, automatically inserting contact names, job titles, or company information. This reduces errors and speeds up personalization while keeping outreach aligned with CRM data.
7. How do placeholders work in Yesware templates?
Placeholders highlight customizable fields like name, company, or specific details in red when you insert a template. This ensures you won’t forget to personalize key information before sending, making every message feel targeted and thoughtful.
8. Can I track which Yesware templates are most effective?
Yesware’s Templates Report shows usage and performance by template or by user. Sales leaders can identify which messages convert, guide team strategy, and ensure consistent adoption of the most effective outreach methods.
9. How do I organize my Yesware templates for quick access?
You can mark frequently used templates as favorites or rely on the “Recently Used” tab for quick access. This allows you to pull up the right email in seconds, especially during high-volume outreach campaigns.
10. Can Yesware templates be used directly inside Gmail or Outlook?
Yes. Templates can be accessed directly from your compose window in Gmail or Outlook. This seamless integration makes it easy to personalize and send messages without disrupting your workflow.
11. Are Yesware templates only for cold outreach?
No. Templates can be created for every stage of the sales cycle — cold outreach, follow-ups, meeting requests, product demos, or post-sale check-ins. Using templates ensures messaging consistency across all customer touchpoints.
12. How do Yesware templates support A/B testing?
Reps can create multiple versions of a template and track open, reply, and engagement rates. Yesware’s reporting shows which variation performs best, enabling continuous optimization of subject lines, copy, and CTAs.
13. Can managers see which reps are using templates effectively?
Yes. With Templates Reports, managers can drill down by user to see adoption rates and performance. This helps identify training opportunities, coach reps on best practices, and scale what’s working across the team.
14. Do Yesware templates work on mobile devices?
Yes. Templates can be inserted and personalized even when composing emails from mobile. This ensures sales reps stay consistent and efficient when working on the go.
15. How do Yesware templates help new sales reps ramp faster?
New reps can instantly access the team’s best-performing templates, ensuring they use proven messaging from day one. This reduces onboarding time, builds confidence, and helps them contribute to pipeline growth more quickly.