🎨 Email Editing · Format Emails Like Word
Writing emails isn't just typing — format your outreach emails WYSIWYG just like Word. Bold / color / image / table / link / template, all just clicks. Developers can switch to HTML mode and paste AI-generated code. Every feature has hands-on videos.
- Beginner → use the rich text editor, follow videos (just click around)
- Intermediate → build 📧 Email Templates and reuse directly in Compose
- Advanced → HTML source mode + AI tools (ChatGPT / Claude) for 1-minute drafts
🗺️ Quick Look at 13 Editing Capabilities
| Category | Capability |
|---|---|
| 📝 Text basics | Copy / paste / cut / undo / redo |
| 🎨 Text format | Bold / italic / underline / strikethrough |
| 🔤 Text styling | Font / size / text color / background color |
| 🖼️ Images + attachments | Local / network image / local / cloud attachment |
| 📐 Layout | Alignment (left / center / right) / indent / line height / unordered list |
| 📊 Structured content | Table / hyperlink / quote block |
| 🧹 Format tools | Format painter / clear formatting |
| 📧 Template reuse | Switch / manage email templates |
| 💻 HTML source | Direct HTML editing / paste AI-generated code |
1. Text Basics · Copy / Paste / Undo / Redo
5 most-used operations: copy / paste / cut / undo / redo
| Action | Where |
|---|---|
| Copy / paste / cut | Select content → right-click for action buttons |
| Undo / redo | Undo / redo icons in the editor's top toolbar |
📺 Video blank? Open in new window →
2. Text Format · Bold / Italic / Underline / Strikethrough
4 common formats: bold / italic / underline / strikethrough
How: select text → click the corresponding toolbar button.
📺 Video blank? Open in new window →
3. Text Styling · Font / Size
Font + size: in the 【More】 menu.
| Action | Steps |
|---|---|
| Font | Select text → 【More】 → pick a font |
| Size | Select text → 【More】 → pick a size |
📺 Video blank? Open in new window →
4. Color Touches · Text Color / Background Color
| Action | Steps |
|---|---|
| Text color | Select text → toolbar 【A character】 → pick color |
| Background color | Select text → toolbar 【Background】 → pick color |
📺 Video blank? Open in new window →
Don't go wild with color in outreach emails — 1 ~ 2 accent colors (e.g. red for key value points) is enough. Too many colors get flagged as marketing by anti-spam.
5. Insert Images · Local + Network
| Source | Steps |
|---|---|
| Local image | Toolbar 【Image】 → pick local image → uploaded to cloud and inserted |
| Network image | Toolbar 【Image】 → paste image URL → insert |
📺 Video blank? Open in new window →
6. Add Attachments · Local + Cloud
| Source | Steps |
|---|---|
| Local attachment | Toolbar 【Attachment】 → 【Local Upload】 → pick file |
| Cloud attachment | Toolbar 【Attachment】 → 【Existing Attachment】 → pick cloud file → confirm |
📺 Video blank? Open in new window →
- Attachments ≤ 5 MB — larger files get blocked or delayed by recipient mailboxes
- Quote sheets / product catalogs (large files) → use a cloud drive link in the body
7. Content Alignment · Left / Center / Right
3 alignment options: left / center / right. Select content → click the corresponding alignment button.
📺 Video blank? Open in new window →
8. Paragraph Indent · Increase / Decrease
| Action | Effect |
|---|---|
| Increase indent | Select paragraph → 【Increase Indent】 → paragraph shifts right |
| Decrease indent | Select paragraph → 【Decrease Indent】 → paragraph shifts left |
📺 Video blank? Open in new window →
9. More Useful Tools
1. Insert Table
Toolbar 【Table】 → drag rows / columns → insert.
📺 Video blank? Open in new window →
2. Hyperlink · Text / Image
| Target | Steps |
|---|---|
| Text hyperlink | Select text → toolbar 【Link】 → enter URL |
| Image hyperlink | Select image → toolbar 【Link】 → enter URL |
📺 Video blank? Open in new window →
3. Email Template · Switch / Manage
When composing, apply an existing template directly to skip repetitive editing.
| Action | Steps |
|---|---|
| Switch template | Toolbar 【Template】 → pick a template |
| Manage templates | Go to Template Management to create / edit |
Full tutorial → 📚 Email Templates Guide.
📺 Video blank? Open in new window →
4. Unordered List
Click 【More】 → pick 【Unordered List】 → auto-bullets generated.
5. Format Painter · Clear Formatting
| Tool | Effect |
|---|---|
| Format painter | Copies the format of other text onto new text (keeps styles consistent) |
| Clear formatting | Removes all formatting from text (back to plain text) |
📺 Video blank? Open in new window →
6. Line Height Adjustment
Select multiple lines → click 【More】 → set 【Line Height】.
📺 Video blank? Open in new window →
7. Quote Block
Add a quote symbol before content → auto-forms a quote block with a left-side vertical line (great for customer quotes / important references).
📺 Video blank? Open in new window →
10. HTML Source Mode · Advanced
1. HTML Source Editing
For users with some technical background, edit HTML tags directly for free-form layout.
<h1>This is a heading</h1>
<p>This is paragraph 1</p>
<p>Paragraph 2 line 1 <br />Paragraph 2 line 2</p>
<p>Paragraph 3 line 1 <br />Paragraph 3 line 2 <br />Paragraph 3 line 3</p>
📺 Video blank? Open in new window →
📖 HTML Beginner: W3School HTML Tutorial
2. AI + HTML · 1-Minute Draft
Paste AI-generated HTML straight into the Laifaxin editor — 4 steps:
| Step | Action |
|---|---|
| 1️⃣ Copy code | Copy AI-generated HTML from ChatGPT / Claude |
| 2️⃣ Enter editing | In Laifaxin editor, click 【Source Code】 to enter HTML mode |
| 3️⃣ Paste content | Paste the copied HTML |
| 4️⃣ Preview | Switch back to rich text view; final email content rendered instantly |
3. ChatGPT Email Optimization Prompt Template
Copy the prompt below directly into your AI and have it rewrite your outreach email following foreign trade best practices:
Please optimize the cold email above based on the following requirements, targeting the European and American markets.
1. Keep content short and concise so the customer can grasp the message above the fold on both phone and desktop
2. Avoid common spam triggers like "dear"
3. Bold the product and key advantages
4. Use a yellow-background red-text highlight to draw attention to a reply hook (e.g. asking them to reply with a specific keyword) to boost reply rates
5. Keep signature minimal — no company name, website, or phone, just your nickname, to avoid anti-spam triggers
6. Highlight mutual benefit; you can offer to help expand their market based on their goals
7. Generate a suitable subject line with an emoji to make it lively and engaging
8. Output content as an HTML code block
Preview — example after ChatGPT optimization:
- Give the AI your product + customer segment description first, then let it generate
- Human-review every draft to avoid AI hallucinating data / cases
- Generate multiple versions for A/B testing, pick winners by reply rate
📋 Pitfall Summary
| Pitfall | Consequence | How to Avoid |
|---|---|---|
| 🔴 Too many colors / fonts | Anti-spam flags it as marketing → spam folder | 1 ~ 2 accent colors max; keep font as system default |
| 🔴 Attachment > 5 MB | Blocked or delayed by recipient mailbox | Use cloud links in body for large files |
| 🔴 Image URLs only, no upload | URL goes stale → broken images in customer mailbox | Prefer uploaded local images (auto-converted to CDN) |
| 🟡 HTML mode with complex CSS / JS | Some clients don't support; rendering breaks | Keep HTML simple, avoid CSS / JS |
| 🟡 Sending AI output directly | May fabricate cases / data, dishonest with customer | Human-review critical info (company names / numbers / cases) |
| 🟡 Signature with too much company info | Anti-spam hits "marketing" signal | Signature only nickname + email; put company info in body |
| 🟡 Rewriting instead of saving templates | Repetitive work + error-prone | Save good outreach emails to the Template Library |
❓ Frequently Asked Questions (FAQ)
Q1 · What keyboard shortcuts does the editor support?
Common shortcuts (system-level, supported by all editors):
| Action | Shortcut |
|---|---|
| Copy | Ctrl + C (Mac: ⌘ + C) |
| Paste | Ctrl + V (Mac: ⌘ + V) |
| Cut | Ctrl + X (Mac: ⌘ + X) |
| Undo | Ctrl + Z (Mac: ⌘ + Z) |
| Redo | Ctrl + Y (Mac: ⌘ + ⇧ + Z) |
| Bold | Ctrl + B |
| Italic | Ctrl + I |
| Underline | Ctrl + U |
Q2 · How do I make sure images render in all mail clients?
- Use widely supported formats: JPG / PNG (avoid WEBP / HEIC etc.)
- Image size ≤ 1 MB; larger files may load slowly or get blocked
- For network image links, ensure links are long-term valid (prefer the system's local upload, auto-converted to CDN)
Q3 · What to watch when editing emails in HTML?
- Keep HTML simple; avoid complex CSS / JavaScript (some clients reject or treat as security risk)
- Avoid external CSS / JS files; all styles should be inline in the style attribute
- Use table layouts instead of CSS flex / grid (maximum compatibility)
- Use Laifaxin's 【Source Code】 mode for preview testing
Q4 · Can I send AI-generated emails to customers directly?
❌ Not recommended. AI may fabricate cases / data; human-review 3 things:
- Company / product / numbers — anything fabricated?
- Cases / customer names — all real?
- Tone matches your target customer segment norms
Q5 · What's the difference between Template and Signature?
| Dimension | Template | Signature |
|---|---|---|
| Scope | Entire email (subject + body + signature) | Only the contact info block at the end |
| Use case | Reusable across Mass Email / Smart Follow-up / Compose | Auto-appended to every email's bottom |
| Manage entry | 📚 Email Templates | ✍️ Email Signature |
💡 Learning Tips
| Order | Recommendation |
|---|---|
| 1️⃣ Follow videos hands-on | Walk through 13 capabilities one by one with the videos — 3x faster than reading alone |
| 2️⃣ Reference great templates | Browse Email Templates for style inspiration |
| 3️⃣ Try AI + HTML | Feed existing outreach emails to ChatGPT with the prompt above, compare outcomes |
| 4️⃣ Keep it simple | Above-the-fold clarity beats fancy formatting |
| 5️⃣ Test across mailboxes | Send the same email to your own Gmail / Outlook / QQ to verify rendering |
📚 Related Features
| Topic | Link | Description |
|---|---|---|
| 💡 Compose Email | compose-new-email | Source of editor calls; 1-on-1 email writing |
| 📧 Email Templates | email-templates | Save edited content as a template, reuse next time |
| ✍️ Email Signature | email-signature | Signature block auto-inserted at editor bottom |
| 🚀 Mass Email | email-mass-sending | Build templates then mass send at scale |
| 📧 Smart Follow-up Plan | email-sequence-guide | Multi-round auto-follow-up using crafted templates each round |
🔗 Permalink: https://laifa.xin/zhinan/email-editing