Formatting and Fonts in Email Templates and Signatures

There are various ways to format the contents of an Email Template or Signature. The formatting tools can also be used to format the contents of a Draft in FYI email in the Email Editor.

Note: If you are using combinations of Merge Fields and formatting, we recommend you add the Merge Fields first and check these are bringing the correct information without adding any formatting. Then edit the Template or Signature and add any formatting.

This article contains the following sections:

• Formatting the text
• Font Sizes in FYI Email Templates and Signatures
• Using a Font that is Not Available in FYI
• Formatting Numerical Merge Fields
• Incorrect Formatting when creating an Email from a Template or Signature

Formatting the text

You can format the text using the tools at the top of the template. The text displays in rich text to reflect any formatting.

Hover over the tools to see the tool tip description of how each is used. Click the Full Screen tool to display the template as a full screen.

The tools with the vertical ellipsis display additional tools, for example, click the More Text icon to display additional options.

The following is an example of displaying the options in More Paragraph - Line Height.

When the cursor is at the left-hand side of the template text area, a Quick Insert icon displays.

Click this to add tools to insert tables, numbered and bullet lists and horizontal lines.

Note: Due to the way in which styling is applied to HTML, you may find that using certain keys (such as a backspace) you may lose the style.If this happens, you can usually restore the styling by clicking elsewhere in the content area of the Email Editor.

Font Sizes in FYI Email Templates and Signatures

There is a difference between the way you specify font size in Outlook and how this is done in FYI Templates and Signatures. Outlook uses "points" and FYI uses the "pixels" to determine the font size.

The following table show the Font Sizes that can be selected in FYI email Templates and Signatures and shows the comparison to the size of font in Outlook.

For example, if you use 13.5 point size in Outlook, select this as 18 font size in the FYI Template or Signature.

Using a Font that is Not Available in FYI

In the Email Templates or Signatures, there is a set selection of fonts available in FYI.

Use the following method if you want to use a font that is not already available (for example, Calibri 12)

1. Open the website https://wordtohtml.net/
2. Select the Font Family and Font Size (you may need to first set the Style to "Normal").
3. Type the text that you want to include with this font in the FYI email template email content.
   Or copy the text and then select it and set the font family and size.
   
   The following example is setting Calibri as the font family and 12 for the size.
   
   
   
   If you need to include Merge Fields, these can be added in FYI in the email template and then copied into wordtohtml.net and then select the text and change the font settings. This will copy the correct character for the opening and closing curly brackets. It will also make sure there is a space after the opening curly brackets and before the closing curly brackets.
   
   
4. Copy the contents from the Visual Editor into the FYI Email Template (not from the HTML Editor in wordtohtml).

Note: When sending an email from FYI using the Template or Signature, the font size will be applied correctly. When sending an email that is initially created in FYI and set as Draft in Outlook, the font family will be correct but there may be a difference in the size. It is recommended that you run some tests to check the best font size to use if you need to use the template and send from both FYI and Outlook.

Formatting Numerical Merge Fields

You can format numerical email merge fields, for example for currency amounts, so the result includes commas and brackets for negative amounts. Refer also to Formatting at the bottom of the Email Editor Groups in Including Merge Fields in Email Templates and Signatures.

The following formatting codes can be added when the "Merge Field" is added to the Email template. The example shows the formatting result on a number -1000123.00

{{ "Merge Field" | comma_group }} to format as -1,000,123.00
{{ "Merge Field" | dot_group }} to format as -1.000.123,00
{{ "Merge Field" | blank_group }} to format as -1 000 123.00
{{ "Merge Field" | negative_parens }} to format as (1000123.00)
{{ "Merge Field" | negative_squares }} to format as [1000123.00]

Filters can be chained, but the grouping filter needs to go before the negative filter in the list, for example:
{{ "Merge Field" | comma_group | negative_parens }} to format as (1,000,123.00)

When adding the formatters, the pipe character ( | ) is added by typing the Shift + Backslash (\) key. Ensure that the spaces are added correctly as in the examples.

For example, to display the results of the Merge field for the Tax Payable/Tax Refundable amount with a dollar sign at the start and a comma for the thousands, add this as follows:

${{ Tax_PayableRefundable | comma_group }}

Incorrect Formatting when creating an Email from a Template or Signature

When creating an email from a template or signature, if you are getting incorrect formatting, such as unnecessary line breaks, inconsistent fonts and character sizing, or incorrect font sizes, refer to the FAQ Why do emails created from Templates and Signatures have incorrect formatting?