Personalized content gets all the attention in email marketing today, and for good reason. However, the design, layout, and visual appeal of your messages are no less significant. And that’s where HTML shines.
As an email format, HTML lets you infuse your messages with design attributes like images, branded colors, hyperlinks, stylish formatting, and so on—all elements that help boost engagement and reinforce brand identity.
As a means of storage or transmission, HTML remains one of the best formats to replicate an email’s design or build upon an existing template without compromising your content layout.
So if you're looking to convert your emails to HTML, you either want to:
- Switch plain text emails to HTML format for a more visually captivating presentation
- Export existing emails as standalone HTML code without losing design integrity
This article will walk you through both variations, showing you how to convert your emails to HTML to suit your specific use cases.
Variation 1: Converting Email Formats Across Top Email Platforms
Even today, the age-old HTML vs. plain text email battle continues to spark debate among email marketers and senders.
While plain text emails offer simplicity and reliability, HTML emails provide a canvas for creativity and engagement. In short, both formats come with their strengths and trade-offs. And only your specific use case determines which format is ideal for your activities.
That said, here’s how to make the switch from plain text to HTML across top email clients:
Switching Plain Text Emails to HTML in Outlook
Outlook offers two main ways to switch from plain text to HTML: Converting a single message or placing it as your default setting. Let's go over each:
Converting a Single Email to HTML Format
If you’re looking to format one specific email as HTML, sign into your Outlook account and click “New Email” at the top left corner to start a new draft.
Next, click the “Message” tab at the top left corner. Just below, you’ll see a toolbar where you can find the three horizontal dots in the top-right corner.
Click the dots to open a dropdown menu. Here, you’ll see the option to “Switch to HTML” if you’re using plain text, as shown in the image below:
Selecting this will convert the current email into HTML format, allowing you to add visuals, hyperlinks, and other formatting elements to your message.
Keep in mind that Outlook’s default setting is HTML, so if you notice it’s set to plain text, this quick method lets you switch formats seamlessly.
Setting HTML as the Default Format for Outgoing Messages
If you frequently use HTML and want all emails to default to this format, Outlook allows you to change your default composition settings.
To do this, open your Outlook inbox, and locate the “Settings” menu (represented by a gear icon) in the upper right corner, as shown below:
In the Settings panel, scroll down and click on “Mail” under the full settings menu. Under the Mail settings, select “Compose and Reply.”
This will open the Message Format section, which has a dropdown menu under “Compose Messages.” From this dropdown, select HTML as your preferred format. Here’s how it looks:
Now, whenever you draft a new message, it will automatically open in HTML format, saving you from having to switch each time. This setting is ideal if you often include multimedia or styled text in your emails, as it ensures your messages consistently display as intended.
Converting Email Formats Across Other Popular Email Platforms
Switching between email formats is a bit different across various email platforms. While Outlook offers a straightforward HTML option, email platforms like Gmail and Apple Mail work primarily with Rich Text.
This format balances simplicity with some design flexibility. It supports elements like bold, italics, hyperlinks, and images but lacks the customization level of HTML. In other words, Rich Text is like the middle ground between plain text and HTML.
Switching Email Formats in Gmail
In Gmail, the default format is Rich Text. Gmail does not have a direct HTML option, but Rich Text provides a clean, professional look while adding some flexibility for styling.
If your emails are appearing in plain text, you can switch to Rich Text by clicking “Compose” to open a new message window.
In the message draft, look for the three vertical dots in the lower-right corner of the toolbar. If the Plain Text option is checked, simply click it to disable plain text and automatically enable Rich Text, as shown below:
Switching Email Formats in Apple Mail
In Apple Mail, HTML formatting is fully considered as Rich Text. Selecting this option ensures your email will appear with HTML styling, supporting fonts, colors, images, and other HTML-like attributes.
To adjust the email format in Apple Mail. go to the Mail menu at the top and select “Preferences.” Under the “Composing” tab, you’ll see an option to change the default format. Select Rich Text here, which Apple Mail will use to send HTML-formatted emails.
Variation 2: Exporting Emails Directly from Email Platforms
Popular email platforms like Gmail and Outlook allow you to access your email’s source code and export it in HTML format. Here’s how:
Exporting Email Source Code to HTML in Gmail
You can access your Gmail source code by opening your Gmail account and navigating to the email you wish to convert.
Then, click the three vertical dots in the top-right corner and select “Show original.” This option will reveal the raw source code of the email.
Keep in mind that the source code includes HTML elements, which means you need to remove some extraneous details (like email headers) to clean it up and ensure it renders correctly.
Exporting Email Source Code to HTML in Outlook
Outlook has a similar navigation for revealing email source code. Simply head over to your desired email, click the three horizontal dots in the top-right corner, and select “View Message Source” under the view menu.
Once you get your email source code, you can then copy and paste it to a text editor and save it with a “.html” extension.
Cleaning Your HTML Email Source Code
As mentioned, exporting your source code into HTML is just the first step. To make sure it renders properly, you need to clean up the code. The easiest way to do this is with an online email tool like the ProofJump Email Source Converter.
Simply paste the raw code into the converter’s input field, and click “Parsed HTML” to automatically strip unnecessary metadata, leaving you with clean HTML code.
You can then copy this code into a text editor like Notepad or VS Code and save it with a “.html” extension—with all its design intact.
Viewing and Editing HTML Emails
Once your email is converted to HTML, it’s time to review and refine the final design. You can use a web browser to view the HTML file or open it in a basic HTML editor for further customization.
When you double-click the “.html” file, it opens up in your default browser. This gives you a live preview of how the email layout will appear. Use popular browsers like Chrome, Edge, Firefox, or Safari to get a feel for different device renderings.
If you’re tech-savvy and looking to make some tweaks, load the HTML file into editors like Notepad++ or Sublime Text. Many of these editors offer HTML syntax highlighting, which makes it easier to adjust specific elements like colors, fonts, and layout styles if you wish to.
Tips for Preserving HTML Layout and Compatibility
After converting your email to HTML, you can keep the layout and formatting consistent across devices and email clients by following these tips:
- Stick to Web-Safe Fonts: If you want your email text to look the same everywhere, choose web-safe fonts, like Arial, Times New Roman, or Helvetica. Avoid custom fonts, as they may not display properly on all devices.
- Keep Text in Short Blocks: Long paragraphs can sometimes shift or look crowded in HTML. By using shorter text blocks and spacing, you help the layout stay visually balanced and easier to read on all screens.
- Use a Visual Email Editor for Final Touches: After exporting your email to HTML code, use a visual editor like Stripo or BeeFree for any last-minute adjustments. These editors allow you to make tweaks without needing to code, helping you polish the layout for maximum compatibility.
- Test Across Multiple Devices and Email Clients: Devices and email clients have “quirks” that affect how HTML emails appear. So test your HTML email on various devices (desktop, mobile, and tablet) and email clients (Gmail, Outlook, Apple Mail, etc.) to catch any layout issues before settling on your final version.
If you’re looking for a more streamlined way to ensure email design consistency and compatibility, consider using an email outreach platform like Instantly.ai.
With AI-powered workflows, customizable templates, and automated A/B testing features, Instantly helps you create, personalize, and optimize emails without the guesswork. Try Instantly for free today!
Key Takeaways
Converting emails to HTML enhances your messages' visual appeal, flexibility, and functionality while maintaining its design integrity.
Short on time? Here’s a rundown of the highlights:
- Whether you’re looking to convert plain text emails to HTML, export directly within email clients, or leverage reliable online converters, there’s a method that suits every marketer’s needs.
- Remember to clean up your HTML code using an email source converter, and always test your email’s appearance across platforms to ensure a smooth and consistent layout.
- Learning how to convert emails to HTML not only supports your various marketing use cases but also empowers you to create emails that resonate visually and keep recipients engaged.
To take your email marketing to the next level, you'll want a partner like Instantly.ai. Our AI-powered platform simplifies the email creation and optimization process, helping you save time, boost efficiency, and drive better campaign results. Sign up for a free trial today!
