How do I send e-mails in HTML format?

This guide explains what HTML e-mails are and how you can send them using popular e-mail clients. An HTML (HyperText Markup Language) e-mail is essentially a small web page delivered to an inbox. It allows you to go beyond plain text to include images, links, different text styles, and custom branding.

Advantages and Disadvantages of HTML E-mails

While visually appealing, HTML e-mails have both pros and cons you should consider.

Advantages

• Visual Formatting: Structure your message with headings, lists, and different font styles.
• Rich Media: Embed images, videos, and hyperlinks directly into your content.
• Branding: Design e-mails that match your company's branding and stationery.
• Engagement: A well-designed e-mail can be more visually engaging than plain text.

Disadvantages

• Larger File Size: HTML e-mails are larger than plain text, which can mean longer load times.
• Spam Filter Risk: Some spam filters are more likely to flag e-mails with complex HTML.
• Inconsistent Rendering: Different e-mail clients can display the same HTML code differently.

Creating and Sending HTML Messages

Most modern e-mail clients provide tools for sending HTML mail. The process differs slightly depending on whether you are composing a message from scratch or using a pre-made HTML file.

Using Microsoft Outlook (2010 and later)

In recent versions of Outlook, HTML is the default format. You can use the ribbon menu to insert elements like pictures and links.

To insert a ready-made HTML file:

1. In a new message window, navigate to the Insert tab and click Attach File.
2. Browse for and select your HTML file.
3. Click the small downward arrow next to the "Insert" button.
4. Choose Insert as Text from the dropdown menu.

Note: Outlook may alter your HTML code. For precise control, you may need a third-party add-on like Bells & Whistles.

Using Apple Mail

By default, Apple Mail's composition tools are limited to plain text and Rich Text Format (RTF). To send a pre-made HTML file, you must use a workaround.

1. Open your HTML file in the Safari web browser.
2. Click the "Share" button in the Safari toolbar.
3. Select "Email this Page".
4. A new message will open in Apple Mail containing your HTML content. Ensure the "Send Web Content As" option is set to "Web Page".

Using Mozilla Thunderbird

Thunderbird automatically detects the correct format (plain text or HTML) as you compose. You can also insert HTML code directly.

To insert a ready-made HTML file:

1. In a new message window, click the Insert menu.
2. Select HTML... from the menu.
3. A window will appear. Copy the HTML code from your file and paste it into this window.
4. Click Insert to add it to your e-mail body.

Important Things to Remember

• Keep it simple: Not all e-mail clients display HTML in the same way. To ensure the best compatibility, avoid complex layouts and elements.
• Use absolute paths for images: All resources like images must be linked using their full URL (e.g., http://yourwebsite.com/image.jpg) and not a relative path (e.g., image.jpg). This ensures the images can be loaded from your web server.

Further Learning

If you are interested in learning more about HTML and CSS, the W3C provides excellent guides:

• W3C HTML Guide
• W3C CSS Guide