This is Step 3 in the Collection "Send Press Releases and Emails".
Here we’ll show you how to format an email using Agility. Whether it’s a personalized media pitch or a press release announcement, Agility allows you to customize your email —and keeps your message clean and easy to read on any device.
🔹 Video Guide
🔹 Step-by-Step Guide to Email Formatting
Step 1: Access the Compose Tab
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.
🔹 Add and Design Your Press Release Text
Using the components on the right hand panel you can begin to add and design your content.
Title components can be used if you have several sections within your email and want to include a heading for each.
Text: You can copy and paste content from an existing file such as a Microsoft Word document, but be sure to check that any special formatting or design elements paste correctly. It’s important to be cautious when pasting content from Word, as it often uses non-standard HTML that may not be supported by many email clients.
For consistency, use the Text Styles panel on the right to customize your email’s fonts, size, color, and alignment. We recommend using the Press Release One style or another predefined style to maintain a consistent, professional look across your communications.
Dividers allow you to clearly separate and define sections of your email.
🔹 Customise your email layout with multiple columns
You can customize your layout using one, two, or three columns, depending on the structure you want for your message. This helps organize your content and make it more engaging.
🔹 Add Images
Any multimedia content such as photos or logos should either be sent as attachments or included in the email using an image component. Images should not be included in a text field.
🔹 Include Calls to Action
If you want to highlight a key action for your recipients, you can add a Button. Customize its color and shape to match your branding. Additionally, add Social Links to connect readers to your social media platforms.
🔹 Personalize Your Email
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.
🔹 Refine Your Writing with PR CoPilot™
Once your content is in place, Agility’s PR CoPilot™ can help you refine your writing. PR CoPilot™ can:
Fix grammar
Polish your writing
Expand key points
Even translate the text for international audiences
Click on PR CoPilot™ for smart writing suggestions.
🔹 Add a Footer
Don’t forget to add a Footer with your company’s contact info—it’s required for all outgoing communications. You can apply your settings as the default so you only need to do this once. The email footer can now be edited similarly to a Text component. This provides you with more options on how to format your footer information.
The contact information used by the footer is entered into the fields on the right-hand pane, accessible after you click into the footer component. This information is required to conform with anti-spam laws and so these must be included with every email.
🔹 Preview and Test Your Email
Use the Content Validation tools, such as Device Preview and the test email feature, to catch any potential issues before sending out the email distribution. Additionally, consider enabling the 'View in Browser' link, which allows recipients to view the email in a web browser if it doesn’t display correctly in their email client.
🔹 Save Your Layout as a Template
If you plan to reuse your layout, save it as a Template. Templates are especially helpful for preserving elements like your logo, layout, contact info, or "About Us" section—anything that repeats across emails. Just note: templates won’t save the unique content you add later like text or image blocks.
🔹 Review, Schedule, or Send Your 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.
🔹 Send Press Releases and Emails
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
📝 Support & Resources
Need help? Chat with Support from your dashboard