Editing a text area

Editing a text area in Mail Designer 365

Editing a text area is the quickest way to update headlines, paragraphs, labels, and other written content in an email design. Click inside the area and start typing, then select the text you want to format. Mail Designer 365 displays the relevant text controls so you can adjust typography and reading flow without leaving the design.

This guide explains what text areas can contain, how they differ from image areas, and how to format and check email copy before sending.

Text areas and image areas

Layout blocks can contain text areas and image areas. A text area is intended for editable text only. An image area can hold an image and may also support text placed as part of its visual composition. Use a text area for content that should remain selectable, accessible, and adaptable across screen sizes.

Whenever possible, keep important messages, links, and calls to action as live text rather than embedding them in an image. Live text is easier to read when images are blocked and usually adapts more reliably in responsive email layouts.

Enter and replace text

1. Click inside the text area you want to edit.
2. Place the insertion point where new text should appear.
3. Type the new copy, or select existing text and replace it.
4. Click outside the area when you are finished.

Use short paragraphs and descriptive headings to make the message easy to scan. If you paste text from another application, review the result carefully because copied formatting may not match the styles already used in the design.

Select and format text

Drag across a word, sentence, or paragraph to select it. Use the formatting popover to adjust the font, size, weight, color, alignment, and other available text options. Apply formatting consistently so recipients can understand the hierarchy of the message at a glance.

For repeated elements such as headings or body copy, use consistent text styles instead of formatting every section differently. A restrained combination of font sizes and weights generally produces a clearer email than many competing styles.

Add or update a text link

Select the words that should become a link and use the link control to enter the destination. Link meaningful text such as “View pricing” or “Read the setup guide” instead of generic phrases when possible. After entering the URL, confirm that the complete address is correct.

If you need more detail on link behavior and formatting, see different types of text links.

Improve readability

• Keep body text large enough to read comfortably.
• Use sufficient contrast between text and its background.
• Break long passages into short paragraphs.
• Use headings to introduce new sections.
• Leave enough spacing around buttons and linked text.

Read the copy once in the desktop layout and again in the smartphone layout. Line breaks, paragraph height, and alignment can change when the available width becomes smaller.

Edit text for the mobile version

Switch to Smartphone view and check whether the text still fits the design. You may need to adjust spacing, line length, or the surrounding layout block. Avoid reducing text to an uncomfortable size simply to make a paragraph fit; concise copy and a clear structure are usually better solutions.

When a message needs separate content for mobile readers, consider a mobile-only layout block rather than forcing one text area to serve two very different purposes.

Preview and test the finished copy

Use the preview to check the complete email and look for truncated lines, accidental font changes, inconsistent alignment, or links that are difficult to identify. Then send a test email and open it in the email clients and devices that matter to your audience.

Click every text link in the test message. Confirm that the destination opens correctly, the visible wording matches the destination, and no placeholder text remains. Save the design after the text and formatting have been verified.