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How to Change Font Color, Size, and Type to Enhance Your Email Readability

Discover how to enhance email readability by changing font color, size, and type. Our guide offers simple steps and expert tips for effective email design, ensuring your messages stand out.
Written by
Harsh P
Published on
January 24, 2024

Understanding the Impact of Font Color, Size, and Type on Email

The impact of font color, size, and type on email communication is significant, as these elements play a crucial role in how the message is perceived and understood by the recipient.

Here's a breakdown of their effects:

Font Color

Readability: Some colors are easier to read than others. Black text on a white background is considered the most readable. Bright colors or very light colors on a white background can strain the eyes.

Emotional Impact: A Color Attribute can convey emotion. For example, red can signify urgency or importance, while blue can be calming.

Professionalism: Using standard colors like black or dark grey is generally seen as more professional. Bright or unusual colors might be perceived as unprofessional in formal business communications.

Font Size

Readability: The font size should be large enough to be easily read but not so large as to appear overwhelming or unprofessional. Standard sizes for emails are typically between 10 to 12 points.

Emphasis: A larger font size can be used to emphasize certain parts of an email. However, overuse can make the email look cluttered or overly aggressive.

Accessibility: Consider larger font sizes or easily scalable text for accessibility reasons, as it helps those with visual impairments.

Font Type

Readability: Sans-serif fonts like Arial or Helvetica are often recommended for digital communications because they're easier to read on screens.

Tone and Professionalism: The font type can set the tone of your email. Traditional fonts like Times New Roman are viewed as more formal, while more modern fonts might convey a more casual or creative tone.

Compatibility: It's important to use common fonts that are likely to be displayed correctly on all devices and email clients.

Moreover, incorporating style attributes and inline CSS can further enhance the presentation of your email. This includes adjusting text color, background color, and even the overall style of your email to ensure it's engaging and readable.

Choosing the Right Typography for Your Email Style Attribute

Ideal Font Types Used in Emails:

  • Sans-serif Fonts: Best for clarity. Examples: Arial, Helvetica, Verdana, Calibri, and Roboto.
  • Serif Fonts: For formal emails. Examples: Times New Roman, Georgia, Garamond, Courier New, and Bookman Old Style.
  • Modern Fonts: For a contemporary look. Examples: Futura, Century Gothic, Trebuchet MS, Franklin Gothic, and Lato.
  • Display Fonts: For headers or emphasis. Examples: Impact, Playfair Display, Lobster, Bebas Neue, and Oswald.
  • Monospaced Fonts: For code or technical content. Examples: Consolas, Courier, Lucida Console, Monaco, and Source Code Pro.

Ideal Font Sizes Used in Emails:

  • Body Text: Standard size is 12-14 points for readability.
  • Headings: Larger sizes, 16-18 points, to distinguish from body text.
  • Subheadings: Slightly larger than body text, around 14-16 points.
  • Footers: Smaller than body text, around 10-12 points, for less critical information.
  • Call-to-Action: Slightly larger or bolded to stand out, around 14-16 points.

Ideal Font Colors Used in Emails:

  • Standard Text: Dark colors like black or dark grey on a light background.
  • Hyperlinks: Standard blue to indicate clickability, can vary in shades.
  • Emphasis: Use slightly brighter colors like navy blue or forest green for important points.
  • Warnings or Alerts: Red or orange can be used sparingly for urgency.
  • Background Text: Light grey or off-white for less important information to reduce visual clutter.

Incorporating all the styles effectively, including font color, size, and type, is crucial for creating a visually cohesive and engaging email. This also involves using color theory to select colors that complement each other and align with the brand's identity.

When designing email templates, it's important to consider how the email will render on a web page and in different HTML document formats. This ensures consistency in appearance across various email clients and web browsers.

How to Change the Font Type in Email

1. Open your campaign and switch to the Edit mode.

2. Navigate to the email editor.

3. Click the name of the font. By default, we use Sans Serif.

4. You will notice various unique names, such as Serif, Wide, Narrow. Choose any of these from the drop-down list.

How to Change the Font Type in Email
How to Change the Font Type in Email

How to Upload and Use Custom Fonts in Your Emails

1. Choose a Web-Safe Custom Font: Select a custom font that is web-safe and compatible with most email clients. Consider using fonts from libraries like Google Fonts.

2. Check Licensing and Compatibility: Ensure the font’s licensing allows for email use and check its compatibility across different email clients.

3. Embed the Font in Your Email HTML:

  • Use the @font-face CSS rule to embed the font in your email's HTML code.
  • Include a link to the font file hosted on a server or use a service like Google Fonts for direct linking.
  • Example:
  • @font-face {
  • font-family: 'YourCustomFont';
  • src: url('') format('woff');
  • }
  • </style>

4. Apply the Font in Your Email’s CSS:

  • Apply the custom font to elements in your email using CSS Color Property.
  • Include fallback fonts for email clients that don't support custom fonts.
  • Example:
    body, html {
  • font-family: 'YourCustomFont', Arial, sans-serif;
  • }

5. Test Your Email Across Different Clients:

  • Test your email in various email clients (like Gmail, Outlook, Apple Mail) to ensure the font displays correctly.
  • Use email testing tools like Litmus or Email on Acid to check compatibility.

6. Consider Load Times and File Sizes:

  • Be mindful of the font file size, as large files can increase email load times.
  • Optimize the font file to balance quality and performance.

7. Fallback Strategy:

  • Always have a fallback strategy with web-safe fonts in case the custom font fails to load.

How to change the size of your text in Email

Initially, your text is set to a medium size. However, you have the option to adjust it to small, large, or x-large.

How to change the size of your text in Email
How to change the size of your text in Email

Line Spacing for Email Fonts

Line spacing refers to the vertical space between lines of text, expressed as a percentage of the font size.

In your emails, you can adjust this spacing in the same areas where you set your font sizes.

While some suggest that the optimal line spacing is 150%, email standards recommend a range between 150% and 200%

Email Copy With Single Line Spacing
Email Copy With Single Line Spacing
Email Copy With 1.6 Line Spacing
Email Copy With 1.6 Line Spacing

How to change the text color in Email

1. Switch from the Text to HTML view using </> icon

Change Text Color in Email: Switch from Text to HTML
Change Text Color in Email: Switch from Text to HTML

2. Add the following part to your code

<font color="green">This is your message!</font>

You can replace “green” with a different Color Name or Hex Code. Search your browser for HTML Color Picker.
Utilizing the P style in an HTML tag is crucial for defining the text's appearance in emails. This includes setting the color of the text to ensure readability and aligning it with the email's overall design theme.

Change Text Color in Email: Add Your Color Code
Change Text Color in Email: Add Your Color Code

3. Switch back to the Text view

Change Text Color in Email: Seitch Back to Text View
Change Text Color in Email: Switch Back to Text View

How to Add Links in Email Fonts

1. Select Text: Highlight the text you want to turn into a link.

2. Insert Link: Click on the 'Insert Link' icon in your email editor. It often looks like a chain link.

3. Enter URL: In the dialog box that appears, type or paste the full URL you wish to link to. For email addresses, use the format

4. Test the Link: Click on the link to ensure it directs to the correct webpage or opens an email draft.

5. Styling: The link will typically be auto-styled with a different color and underlining. Ensure it is visually distinct.

6. Final Check: Preview the email to confirm all links are correct and functional.

How to Add Background Image

1. Prepare HTML Template: Start with an HTML email template. You can use a pre-existing template or create a basic one.

2. Choose the Image: Select a suitable background image. Ensure it's hosted online and you have its URL.

3. Insert Background Image:

  • Use the CSS background-image property within a <style> tag or inline in the <body> tag or a specific <div> tag. For example: <body style="background-image: url('your-image-url');">.
  • To ensure full coverage, add: background-repeat: no-repeat; background-size: cover;.

4. Email Compatibility: Be aware that not all email clients support background images. Consider a fallback background color with background-color.

5. Test the Email: Send a test email to various email clients to ensure the background image displays correctly.

6. Optimize for Mobile: Use media queries to ensure the background image scales properly on mobile devices.

Professional Email Formatting Guidelines

When formatting a professional email, paying attention to style attributes like font color, size, and type is important for readability and maintaining a professional appearance.

Here are guidelines for using these attributes:

Font Type

  • Choose a standard, professional font. Recommended options include Arial, Calibri, Times New Roman, or Verdana.
  • Avoid decorative or script fonts as they can be hard to read and may not display consistently across different email clients.

Font Size

  • The standard font size for body text is between 10 and 12 points. This size is easily readable on most devices and screens.
  • For headings or to emphasize certain information, you may slightly increase the font size, but avoid going too large as it can appear unprofessional.

Font Color

  • Use black or dark grey for the main text. These colors are universally readable and professional.
  • Avoid using multiple colors in your email text. It can distract and reduce the professional tone of your message.
  • If you need to highlight something important, you can use a dark blue or a similar subtle color, but do so sparingly.

Paragraph Formatting

  • Align your text to the left; this is standard in most professional communications.
  • Use single spacing between lines and a double space between paragraphs.
  • Avoid using indents; instead, use a blank line to separate paragraphs.

Headings and Emphasis

  • If you need to use headings, keep them concise and format them either by slightly increasing the font size or using bold.
  • Use bold and italics sparingly to emphasize key points. Overuse can make the email look cluttered and is less effective.

Bullets and Numbering

  • For lists, use bullets or numbers to make the information more digestible. This is particularly effective for instructions or summarizing key points.


  • Be consistent in your formatting throughout the email. Consistency presents a more coherent and professional appearance.

Signature Block

  • Use a slightly smaller font size for the signature block, around 8 to 10 points.
  • Include your name, title, company, and contact information. You may use a different color, like dark grey, to differentiate it from the main text.

Proofread and Test

  • Always proofread your email for any formatting errors.
  • Send a test email to yourself to check how the formatting appears in different email clients.

Color Theory in Email Marketing

Color theory in email marketing refers to the strategic use of colors to enhance the effectiveness and impact of email communications. It's an aspect of marketing that leverages the principles of color theory - a field of study that examines how different colors interact with each other and how they impact human perception and behavior.

Applying Color Theory: Choosing the Right Color Names and Values

  1. Emotional Response: Different colors evoke different emotional responses from viewers. For example, blue can evoke feelings of trust and calmness, red can create a sense of urgency or excitement, and green is often associated with nature and tranquility.
  2. Brand Identity and Recognition: Consistent use of brand colors in emails helps in reinforcing brand identity and aids in brand recognition. This consistency ensures that recipients can immediately recognize the brand, which can increase the likelihood of engagement.
  3. Readability and Accessibility: The right color combinations (between background, text, and other elements) are crucial for readability. High contrast combinations, like the use of RGB value or black text on a white background, improve legibility.
  4. Highlighting Key Information: Strategic use of color can draw the reader's attention to key information or calls to action (CTAs).
  5. Aesthetic Appeal and User Experience: The overall color scheme of an email affects its aesthetic appeal and can influence the recipient's user experience. A well-designed email with a harmonious color palette can engage the recipient and encourage them to spend more time reading the content.
  6. Psychological Influence: Colors can be used to influence the recipient's actions subtly. For example, using a red button for a CTA might encourage quicker action due to the color's association with urgency.
  7. Cultural Considerations: Understanding the cultural context and meanings of colors in different regions is important for global email marketing campaigns. Colors may have different associations and implications in different cultures.

Email Background Color: Dos and Don’ts


  1. Use Soothing Colors: Opt for colors that are easy on the eyes, like soft blues or greens, which can create a calming background and reduce visual strain.
  2. Consistency with Brand Colors: Choose a background color that aligns with your brand palette to maintain consistency across your marketing materials.
  3. Optimize for Readability: Lighter background colors typically enhance readability, especially for longer text sections.


  1. Avoid Overpowering Colors: Bright or neon colors can be overwhelming and detract from the email's content.
  2. Steer Clear of Busy Patterns: Backgrounds with heavy patterns or textures can distract from the message and make text hard to read.
  3. Beware of Dark Backgrounds: While they can be stylish, dark backgrounds may make reading difficult and might not render well on all screens or devices.

While inline styles are often used in email marketing for defining the styles directly within HTML elements, external CSS can be used for more complex styling needs.

However, it's important to note that some email clients have limited support for external CSS, so inline styles are more reliable for ensuring consistent color and style rendering.

When specifying colors in an HTML file for email designs, it's common to use hexadecimal codes or RGB values. These provide precise control over the colors used, allowing for consistency with the brand's color palette and adherence to color theory principles.

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