How to Customize Your Newsletter Template
This article covers newsletter template customization for both the Done-For-You Newsletter and AI Newsletter Assistant. Both systems use the same template library, so the setup process is identical regardless of which newsletter option you choose.
Why This Matters
Your newsletter template is your brand's visual identity in every email you send. A well-customized template with your logo, colors, and branding ensures your newsletters look professional and recognizable to your contacts. The system offers multiple template designs with varying levels of customization—from simple templates that need almost no setup to sophisticated designs that showcase your photo, logo, and personal message.
Setting up your template is a one-time process. Once customized, you'll use the same branded template every month with fresh newsletter content, whether you're using the Done-For-You Newsletter or AI Newsletter Assistant.
Before You Begin
You'll need:
- Your logo file (PNG or JPG format works best)
- Your professional headshot or business photo (if using a template that includes photos)
- Your completed Mail Merge Profile (see Setup: Mail Merge Profile)
- 15-30 minutes to explore templates and customize your choice
Different templates require different customization levels. Some need only a logo, while others include space for photos, business names, and personal notes.
Step-by-Step Instructions
1. Access the Template Library
Click Settings in the main menu, then click Email Templates.
In the upper right corner, click Add Email Template.
The template gallery opens, showing all available email templates organized by folder.
Time: 30 seconds
2. Filter to Newsletter Templates
Click the Filter dropdown at the top of the template gallery.
Select AI Newsletter Templates from the list.
The gallery now displays only newsletter template designs. Although the folder is labeled "AI Newsletter Templates," these templates work for both the AI Newsletter Assistant and the Done-For-You Newsletter—choose any design that fits your brand.
Time: 10 seconds
3. Browse Available Template Designs
Scroll through the template options to preview different layouts and styles.
You'll see templates with varying complexity levels:
- Basic templates with minimal customization (logo only or no customization)
- Standard templates with logo and business information
- Advanced templates with space for your photo, logo, personal note, and detailed branding
Click on different templates to see their preview and understand what customization each requires.
Choosing the right template depends on your brand style and how much time you want to invest in customization. Simpler templates get you up and running faster, while more detailed templates create a stronger personal connection with readers.
Time: 3-5 minutes
4. Select Your Template
Click on the template design you want to use.
A dialog box opens asking you to name this template.
Enter a descriptive name (such as "My Monthly Newsletter" or "January 2026 Newsletter Template"). This name is for your reference only—your contacts will never see it.
Click Create & Start Editing.
The template editor opens with your selected template ready for customization.
Time: 1 minute
5. Customize Your Logo
If your template includes a logo placeholder, click on the placeholder logo image.
Select Change Image from the menu.
Upload your logo file or select it from your image library.
Adjust the logo size and position if needed using the editor tools.
Your logo ensures brand recognition and makes the newsletter feel authentically yours, not generic.
Time: 2-3 minutes
6. Add Your Photo (If Applicable)
If your template includes a photo section (often labeled "A Note from the Editor"), click on the placeholder photo.
Select Change Image and upload your professional headshot or business photo.
Position and resize the photo as needed.
Including your photo creates personal connection and helps contacts recognize you immediately when the newsletter arrives.
Time: 2-3 minutes
7. Customize Text and Business Information
Review the template for text fields that need customization, such as:
- Business name
- Tagline or description
- Newsletter title
- Personal message or editor's note
Click on each text area and replace placeholder text with your actual information.
Many templates use merge tokens (like %%mm.fullname%% or %%mm.email%%) to automatically pull information from your Mail Merge Profile. These tokens populate dynamically when you send the newsletter—you don't need to change them.
Time: 5-10 minutes
8. Adjust Colors and Design (Optional)
If you want to customize colors, fonts, or layout beyond the default template design, use the template editor tools.
Click on design elements to access color pickers, font options, and spacing controls.
Make changes that align with your brand identity.
The template editor provides professional design tools, but the default template designs are already optimized for readability and engagement—extensive customization is optional.
Time: 5-10 minutes (optional)
9. Save Your Customized Template
Click Save Changes in the template editor.
Review your template one final time to ensure all customizations look correct.
Click Done Editing to return to the Email Templates list.
Your customized newsletter template is now saved and ready to use with your monthly newsletter content.
Time: 1 minute
How to Switch Templates Later
When You Might Switch Templates
You may want to change your newsletter template design after using it for several months, during a rebrand, or simply to refresh your newsletter's look.
Switching Process
Navigate to Automation in the main menu, then click Client Newsletter.
Select your newsletter option (Done-For-You Newsletter or AI Newsletter Assistant).
When you're ready to preview or finalize your newsletter, look for the template selection or preview option in your chosen workflow.
Select the template you want to use for this month's newsletter.
Important Note About Switching
When you switch to a different template, none of your customizations from the previous template carry over. The new template will use its default settings until you customize it.
Best practice: Before switching templates, customize the new template first (following Steps 1-9 above) so your logo, photo, and branding are ready when you switch.
Power user tip: You can pre-build multiple newsletter templates with your complete branding, then switch between them freely each month depending on your mood or seasonal themes.
Time: 2 minutes to switch; 15-30 minutes to customize the new template first
Questions and Answers
Q: How many newsletter templates should I customize?
A: Most users customize one template and use it every month for consistency. Super users sometimes customize 2-3 templates for variety or seasonal themes.
Q: Can I edit my template after I've already used it to send newsletters?
A: Yes. Changes you make to your template apply to future newsletters only. Past newsletters already sent will keep the design they had when you sent them.
Q: What happens to my customizations if I switch to a different template?
A: Customizations don't transfer between templates. If you switch templates, you'll need to customize the new template with your logo, photo, and branding.
Q: Do I need to recreate my template every month?
A: No. You customize your template once, then reuse the same template every month with fresh newsletter content.
Q: What if I don't have a logo?
A: Choose a simpler template design that doesn't require a logo, or use a text-based business name instead. Many effective newsletters use clean, simple designs without logos.
Q: Can I use the same template for both Done-For-You Newsletter and AI Newsletter?
A: Yes. Newsletter templates work with both systems—the template controls the design, while the content comes from whichever newsletter system you're using.
Q: What file format should my logo be?
A: PNG or JPG formats work best. PNG is ideal for logos with transparent backgrounds.
Q: How do I know which template to choose?
A: Start by deciding how much customization you want to do. If you want something quick and simple, choose a basic template. If you want to showcase your personality and brand more extensively, choose a template with photo and editor note sections.
Q: Can I get help customizing my template?
A: Yes. Contact support and schedule a one-on-one call—we'll help you customize your newsletter template.
Q: What are those %%mm.something%% codes in my template?
A: Those are merge tokens that automatically pull information from your Mail Merge Profile (like your name, email, phone number, and business address). They populate dynamically when you send newsletters—you don't need to change them.
Q: Can I customize the footer with my social media links?
A: Yes. Most templates include social media icons that you can link to your profiles. Click on each icon in the template editor to add your social media URLs.
Guide Type: How-To Guide
Estimated Time: 15-30 minutes (first time), 2-3 minutes (switching templates)