Pardot Knowledge Base

Sending One-to-One Emails

Last Updated: Apr 13, 2017 | Print this Article

Pardot allows you to send one-to-one emails to prospects from within the Pardot interface or Salesforce interface.

Sending One-to-One Emails in Pardot

To send an individual email in Pardot, simply navigate to the prospect you want to email and click on their email address from their prospect profile. This will launch the email creation interface.

  1. Provide an internal Name for this Email that will not be visible to your prospects. Note: This name will only be visible to Pardot users, so utilize a descriptive name (e.g., Q4 – Tech Bulletin – List Email).
  2. By default, the email will be sent with you as the "From Address," unless otherwise specified in the template.
  3. If you are using an email template, select it from the drop down menu. The content of the email will be automatically filled in for you. You are now ready to test and send your email.
  4. If you are creating a new email, continue to follow the steps below:
  5. Enter a Subject line for the email. Typically shorter subjects are less likely to trigger spam filters.
  6. Format– Select Text Only, HTML Only or Multipart Text / HTML.
    • Text Only – Contains no images or styling but is the least likely format to be caught by spam filters.
    • HTML Only – Contains images and styling. This is the best option for visually engaging Emails, however these may have lower deliverability rates than Text Only.
    • Multipart Text / HTML – Send in the best format for the recipient's email client.  Requires that a Text and HTML version of the email creative are created. The system will essentially send the email in both formats and the recipient's email client will display the one that renders the best in his or her client (Outlook 2007, Gmail, etc.).
  7. Message– Location for the text of the message, as well as for any message formatting.
    • If Multipart Text / HTML is selected, message text in both formats must be provided.
    • To paste in HTML from an outside source, click the Source button and paste in the code. To ensure proper formatting when copying text or source code from MS Word, is is important to use the Paste from MS Word icon.
    • You must use inline CSS if you intend to control the email styling via CSS.

Sales Managers and Sales users can view one-to-one emails they've sent through Pardot, Salesforce, and any of our email plug-ins, as well as any unsent drafts they created in Pardot by navigating to the Prospects tab in the main nav and then selecting One-to-One Emails. Marketing and Administrator users will not see this section in the nav because they can view all emails at Marketing > Emails.


Viewing Sent One-to-One Emails

You can see your sent one-to-one emails by navigating to Prospects > One-to-One Emails. Click on any email title to see more details. 

Sending One-to-One Emails in Salesforce

Your sales reps can send one-to-one marketing approved HTML emails from within Salesforce (it is not possible to send text-only emails through Salesforce). These emails will be sent from the Pardot mail servers and Pardot tracks the email send, open, link clicks (for links beginning with HTTP:// or HTTPS://), and possible bounces.

Note that when sending Pardot emails from Salesforce, the sender settings in the Pardot email template are ignored – the email sender and reply-to is set according to the logged-in user in Pardot. Begin by clicking the "Send Pardot Email" button on a Salesforce lead or contact record.

Send Pardot Email Button

The email sending wizard in Salesforce is similar to the "send one-to-one" email interface in Pardot. The email template dropdown is restricted to only display the Email Templates that you have designated as 'One to One'. This helps your sales reps - so they won’t have to sort through other email types - and also allows you to restrict the templates they are able to send to prospects.

Send One to One Email Salesforce

Sales reps can also choose to create an email from scratch, preview it, and send it to a prospect. If the prospect does not already exist in Pardot, it will be created behind the scenes, synced with Salesforce, and assigned to the user sending the email. If you have enabled the "Sync emails with the CRM" feature on your Salesforce connector, Pardot will log emails sent through this interface in your Salesforce Activity History as email tasks. Don't see the "Send Pardot Email" button on your Salesforce lead/contact records? Make sure you have installed the latest Salesforce package and made the button visible on your lead/contact layouts.

Why are my plug-in emails synced as "calls" in Salesforce?

If you have enabled the Sync plug-in emails with the CRM optional connector setting on your CRM connector, Pardot will log emails sent through this interface in your CRM activity history area (not applicable for Microsoft Dynamics CRM connector). In Salesforce, plugin emails synced to the CRM will be logged as the default activity type. You can update this default type in Salesforce: 1. In Salesforce, navigate to Setup > Customize > Activities > Task Fields. 2. Scroll down and click type (do not click edit). 3. Click edit next to call. 4. Unmark the checkboxes that make this the default value, and save.

Need more? Start a conversation with other Pardot users in our Success Community