# Handling Incoming Orders and Customizing Order Confirmation Emails in WooCommerce

> **Source video:** https://www.youtube.com/watch?v=g_wR3VWvATg

This tutorial shows how to handle incoming orders on a WooCommerce store and how to customize the automatic order confirmation emails your buyers receive. You'll learn how to change the sender name and address, add a header image, recolor the email template, edit email text, and override templates in your theme.

## The Order Flow From a Customer's Perspective

When a customer places an order (choosing a delivery method, agreeing to the terms and conditions, and clicking **Place order**), they see a confirmation screen with the order number, date, total amount, email, payment method, and the items purchased.

The store owner receives a "New Order" email notifying them a new order has been placed. The buyer receives a confirmation email with the order details: the message written for the product, shop total, shipping, payment method, and total amount to pay. By default, the email ends with "Thank you for using [site]" and "Built with WooCommerce."

> The default email templates rarely match a store's style. Everything below shows how to restyle them.

## Setting the Sender Name and Address

1. Go to **WooCommerce → Settings → Emails**.
2. This page lists all emails WooCommerce sends on different occasions (new order to the admin, order cancelled, order completed, and the emails customers receive depending on how they order).
3. Scroll down to the **Email sender options** and change the **From name** (e.g., from a generic name to your store name).
4. Change the **From address** to your store's email address (e.g., `info@yourstore.com`).

## Adding a Header Image and Changing Colors

1. Copy a brand color from your site's customizer (**Customizer → Colors**).
2. In **WooCommerce → Settings → Emails**, set the **Base color** to your brand color and set the **Body text** color (e.g., `222222`). Click **Save changes**.
3. Upload your logo in **Media → Add New**, then edit the image to make it smaller (e.g., 300 px) and save.
4. Copy the image's file URL.
5. Back in **WooCommerce → Settings → Emails**, paste the URL into the **Header image** field.
6. Clear the default **Footer text** ("Built with WooCommerce") and replace it with your site title or a short line (e.g., "Good luck with your game").

The result: the confirmation email now shows your logo, uses your brand color, and displays your chosen sender details.

## Editing the Subject and Additional Content of Individual Emails

1. Go to **WooCommerce → Settings → Emails** and open the email you want to edit (e.g., **Processing order**).
2. The default subject shows "Your [site title] order has been received." Replace it with something cleaner, such as "Your order has been received."
3. Edit the **Additional content** field — e.g., "Good luck with your product. If you have any questions, feel free to reach out to us."
4. Click **Save changes** and place a test order to confirm the changes.

The same approach works for the **Completed order** email, which tells customers their order was processed and is on its way.

## Copying Email Templates Into Your Theme

For deeper customization of the email HTML:

1. In **WooCommerce → Settings → Emails**, open an email (e.g., **Processing order**) and click **Manage → Copy file to theme**.
2. Go to **Appearance → Theme File Editor** and navigate to `woocommerce/emails/customer-processing-order.php`.
3. Search for the text you want to change (e.g., "just to let you know your order has been received") and edit it directly, for example to "Thank you for your order. Your order number is [order number]. We will let you know when your order is processed and on its way to you."

> Be careful when editing theme files — do not break the template code.

## Processing and Completing Orders

1. When a new order arrives, it shows under **WooCommerce → Orders** with the status **Processing**.
2. Pack the product and ship it to the customer's address.
3. Back in the order, change the status to **Complete** and click **Update**.
4. The customer automatically receives a "Completed order" email. You can customize this email's template the same way (copy to theme, then edit `customer-completed-order.php` in the theme file editor), for example to say "Good news, we packed your order and it is on its way to you."

Using these steps you can change the email colors, add your logo, set the sender name and address, and rewrite all the order email information to match your brand.