How to Create Email Marketing

Desired Outcome

• Seamless Weekly Execution: Turn blog posts into polished email campaigns quickly using established templates and AI tools.
• Flawless Tracking & Formatting: Ensure every image, button, and text link routes to the correct Bitly URL and monthly campaign container.
• Brand & Schedule Consistency: Deliver emails reliably on schedule (every first week at 10:30 AM EST) with fully updated monthly CTAs.

Unacceptable Actions

• DO NOT launch an email with broken or generic placeholder links—always swap in the specific Bitly URL for the blog and CTAs.
• DO NOT leave outdated graphics or CTAs from previous months in a cloned template.
• DO NOT forget to set the email send time precisely to 10:30 AM EST.
• DO NOT publish without associating the email to the correct monthly Marketing Campaign in HubSpot Settings.

Step-by-Step Operating Process

Follow these steps in order to clone, update, and schedule your weekly blog email:

Step 1: Clone the Email Template

1. Open HubSpot and navigate to Marketing > Email.
2. Go to the Drafts tab to locate the master/cloned blog email templates.
3. Click Clone on the target template.
4. Open your Marketing Calendar to copy the date and exact title of the blog you are working on.
5. Rename the cloned email using the format: [Date] - [Blog Title].
6. Select Regular email type and click Create Clone.

Step 2: Update Header Image & Image Link

1. Open your newly cloned email draft and click on the main header image to edit.
2. Click Replace Image and search HubSpot for the image matching the date/title of your current blog.
3. Select and insert the new image.
4. Copy the specific Bitly link for the blog post from your Marketing Calendar.
5. Paste the Bitly link directly into the image's target URL field.

Step 3: Generate & Insert AI Copy (Subject Line & Preview Text)

1. Open the original Blog Template for the post you are working on.
2. Navigate to your Marketing AI Prompts document and select the prompt for Email Marketing Weekly Blog / Email Header & Subject Line & Preview Text.
3. Add the specific purpose of the current blog post into the prompt instructions.
4. Paste the completed prompt into Gemini to generate your copy.
5. Copy the AI-generated title and paste it into the email's Subject Line field.
6. Copy the AI-generated Preview Text and paste it into the email's preview text box.

Step 4: Customize Email Body & Formatting

1. Read through the email body copy to ensure clarity and accuracy.
2. Adjust accent colors and text styling where necessary to fit agency visual standards.
3. Locate the "Read the Full Guide" section:
   • Align the text/button to the Center.
   • Hyperlink the text directly with the blog's specific Bitly link.
4. Adjust and clean up visual dividers throughout the email to maintain a structured layout.

Step 5: Update Monthly CTAs & Graphic Assets

1. Check the current month's active CTA requirements.
2. Replace outdated graphic CTAs one by one with the new graphics downloaded from Canva.
3. Attach the specific, dedicated Bitly link to each corresponding CTA graphic.

Step 6: Settings, Campaign Association & Scheduling

1. Click into the email Settings tab.
2. Associate the email with the designated Marketing Campaign for that specific month.
3. Set the delivery schedule for the first week of the schedule at 10:30 AM EST.
4. Click Review to run the final system check, then click SAVE / Schedule!

VIDEO OF THIS ARTICLE:

 Master Email Marketing: Step-by-Step Guide