Format Your Email Content

This is Step 3 in the Collection "Send Press Releases and Emails".

Once you've created your recipient list and started an Email Distribution, it's time to build your email. Agility's drag-and-drop editor lets you create professional media pitches, press releases, newsletters, and announcements without needing HTML knowledge.

This article explains how to format your email, add images and buttons, personalize content, test your layout, and save reusable templates.

To design your email, work from the Compose tab. Your Subject line and email preview text go in the Header section at the top, along with your email sender details. Any replies to your email will go to this address.

Using the components on the right hand panel you can begin to add and design your content.

Use Title components to create section headings and improve readability.

Use Text components for the body of your email.

You can paste content from Microsoft Word or other applications, but always review the formatting afterwards. Word often includes hidden formatting that isn't supported by many email clients.

For the most consistent appearance:

Tip: If pasted formatting doesn't look right, paste the text without formatting and reapply styles using Agility's editor.
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Use Dividers to separate sections and improve readability.

You can organize your email using:

Multi-column layouts work well for combining text with images or highlighting multiple pieces of content.

Keep mobile users in mind, simpler layouts are often easier to read on smaller screens.

Use an Image component whenever you want to include:

Avoid inserting images directly into text blocks, as this can lead to inconsistent rendering across email clients.

If you'd rather send high-resolution files, include them as attachments instead.
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Buttons help draw attention to important actions, such as:

You can customize button colours, text, and shape to match your branding.

You can also add Social Links so recipients can easily connect with your organization.

Agility allows you to apply email personalizations to make your emails more engaging. For example, you can personalize greetings using recipient-specific details. This is covered in depth in Step 4 Personalize Your Email Distributions.

Once your content is in place, Agility’s PR CoPilot™ can help you refine your writing.

PR CoPilot™ can:

Always review AI-generated content before sending.

Every email should include your organization's contact information.

The Footer component can be formatted just like any other text block.

Simply click the footer to edit:

Note: Email distributions include footer information to help meet email compliance requirements. If you're sending through a connected Outlook or Gmail account, footer behaviour may differ depending on your account configuration.

Before sending your distribution, always review your email using Agility's built-in validation tools.

We recommend:

Testing helps identify formatting issues before recipients receive your email.

If you regularly send emails with the same branding or layout, save your design as a Template.

Templates are ideal for preserving:

Templates save your layout—not the unique content of each email.

Click Next to move on to reviewing, scheduling, and sending your email.

That’s it! You’re now ready to create and send professional, well-formatted emails using Agility PR Solutions.

Microsoft Word uses formatting that many email clients don't support.

If formatting appears incorrect:

Different email clients (such as Outlook, Gmail, and Apple Mail) may display fonts and spacing differently.

Using Agility's built-in text styles helps produce the most consistent results.

Make sure you've:

If an image still doesn't appear, try re-uploading it or replacing the image component.

Responsive layouts automatically adjust to different screen sizes.

Always preview both desktop and mobile versions before sending.

Step 1: Create a List of Media Contacts
Step 2: Send Your Press Releases Using Email Distributions
Step 3: Formatting your Email Content
Step 4: Personalize Your Email Distributions

Step 5: Analyze Your Email Distribution Report