How to set up and use Pipedrive email templates for outbound campaigns

If you’re sending a bunch of outbound emails and tired of copy-pasting the same pitch over and over, setting up email templates in Pipedrive can save your sanity. This guide’s for anyone wrangling sales, partnerships, or any kind of outreach from inside Pipedrive—especially if you want to work smarter, not just faster.

I’ll walk you through setting up templates, sending them, and actually making sure they don’t sound like spam. Plus, I’ll point out what’s worth your time (and what’s not) so you don’t get lost in the weeds.

Why bother with Pipedrive email templates?

Let’s be real: outbound campaigns are a slog if you do every email from scratch. Email templates in Pipedrive are meant to:

  • Save you time by automating repetitive stuff.
  • Let you personalize without starting from zero each time.
  • Track what works and what flops.

But here’s the catch: templates can make your emails sound robotic if you don’t set them up right. So, aim for a balance—don’t just fire off generic blasts.

Step 1: Connect Your Email to Pipedrive

Before you touch templates, you need your email hooked up. This is non-negotiable. Here’s how:

  1. Go to Tools and Integrations
  2. In Pipedrive, click your profile pic (top right) > Tools and apps.
  3. Find Email Sync
  4. Click Email Sync. Hit Connect your email account.
  5. Pick Your Provider
  6. Choose Gmail, Outlook, or manual setup (IMAP/SMTP). Most people will use Gmail or Outlook.
  7. Follow the Prompts
  8. Enter your login, grant permissions, and let Pipedrive do its thing.
  9. Test It
  10. Send a test email from Pipedrive to make sure it’s actually working.

Pro tip: If your company blocks third-party apps, you might need admin help. Don’t waste an hour banging your head against the wall.

Step 2: Create Your First Email Template

Now for the fun part.

  1. Head to Email
  2. Click Mail from the left sidebar in Pipedrive.
  3. Start a New Email
  4. Click the + Compose button. Don’t worry, you’re not actually sending yet.
  5. Write Out Your Template
  6. Craft an email that covers 80% of what you’ll say to most leads.
  7. Leave spots for personalization (first name, company, etc.).
  8. Add Merge Fields
  9. Click the {} icon or Insert field to drop in things like:
    • Person’s first name
    • Organization name
    • Deal value (if relevant)
  10. Example: Hi {First name},
  11. Save as Template
  12. Click the three dots (...) in the email composer.
  13. Select Save as template.
  14. Give it a clear name—think “Outbound Intro – SaaS Leads,” not “Email #1.”
  15. Repeat for Variants
  16. Make versions for different audiences or products if needed.
  17. Don’t make a template for every tiny tweak—it gets confusing fast.

What to ignore: Don’t bother making templates for weird one-off scenarios. It just clutters things up.

Step 3: Personalize (Without Losing Your Mind)

A template’s only as good as the personal touch you add. Here’s how to keep it human:

  • Use merge fields for the basics, but always scan for spots to add a quick custom line (“Saw you just launched X,” etc.).
  • Double-check merge fields. If data’s missing in Pipedrive, you’ll send awkward blanks.
  • Don’t overdo personalization if you’re sending at scale—but at least get names and company right.

Real talk: If you’re blasting a thousand identical emails, expect to be ignored (or marked as spam). Even a tiny bit of effort pays off.

Step 4: Send Emails Using Your Templates

You’ve built your template. Here’s how to actually use it:

  1. Find Your Contact
  2. Go to a Person, Organization, or Deal in Pipedrive.
  3. Click Email
  4. Hit the email icon or Send email button.
  5. Choose Template
  6. Click the Templates dropdown in the composer.
  7. Pick your template; it’ll autofill the message.
  8. Tweak the Personal Bits
  9. Make sure merge fields are working.
  10. Add or edit anything that needs a personal touch.
  11. Send (or Schedule)
  12. Click Send or, if you have the Advanced plan or higher, schedule it for later.

Bulk sending? - Pipedrive’s bulk email tool lets you send to multiple contacts at once (up to 100 at a time, depending on your plan). - Select your contacts, hit Send group email, and pick your template. - Don’t trust it blindly—always preview before blasting.

What doesn’t work: - Don’t expect Pipedrive templates to be as powerful as a dedicated outreach tool (like Mailshake or Outreach). There’s no A/B testing or fancy automation here. - If you need to send thousands per day, you’ll hit Pipedrive’s sending limits fast.

Step 5: Track Your Results (and Clean Up)

If you’re not checking what’s working, you’re flying blind.

  • Email tracking: Pipedrive shows opens and clicks if you enable tracking (look for the little eye and link icons when composing).
  • Template stats: You can see how many times a template was used and basic engagement, but don’t expect deep analytics.
  • Iterate: If a template flops, tweak it. Don’t just blame “bad leads.”
  • Clean up old templates: Delete or archive templates you never use. Otherwise, you’ll spend more time scrolling than selling.

Common Pitfalls (and How to Dodge Them)

  • Template bloat: Too many templates = confusion. Only keep what you actually use.
  • Merge field mishaps: If your contact data’s messy (missing names, wrong company), your emails will look sloppy.
  • Over-automation: Don’t let templates turn you into a robot. Add at least one real, relevant detail per email.
  • Sending limits: Pipedrive isn’t built for massive campaigns. If you’re sending more than a few hundred emails a day, consider a dedicated tool.

Pro Tips for Better Outbound Results

  • Keep it short: Long, templated emails get ignored. Say what you need in 2-4 sentences.
  • Test subject lines: Even small tweaks can double your open rates.
  • Use snippets: For common phrases or answers, use snippets instead of full templates.
  • Sync with your CRM: Make sure your data’s up to date—bad data kills templates.
  • Don’t chase perfection: Good, sent emails beat perfect, unsent ones every time.

Wrapping Up

Pipedrive email templates are a solid way to speed up outbound campaigns and keep things organized. Don’t go overboard—start with a couple of templates, use them, and tweak as you learn what works. Remember, the goal isn’t to automate yourself out of a job; it’s to save time for the conversations that actually matter.

Keep it simple, stay human, and adjust as you go. That’s how you actually see results—no buzzwords required.