How to Convert a Word Document into a Mailchimp Email

So, you’ve created an email in a Word document and need to send it through Mailchimp. You’re likely wondering how to transfer the content into a Mailchimp email without losing formatting. While Mailchimp doesn’t allow direct uploads of Word files, you can easily copy your text and images into a Mailchimp email template while keeping it clean and professional – Here’s how!

Why Convert from Word to Mailchimp?

Many new Mailchimp users assume they can upload a Word document and send it as an email directly, but this isn’t the case. Microsoft Word formatting doesn’t translate directly to email HTML. This can cause spacing issues, misaligned text, or other unexpected changes – Even deliverability issues! By properly copying your Word document into Mailchimp’s template builder, you ensure your email looks great on all devices and maintains a consistent style.

Pasting Text into Your Mailchimp Template

To transfer your content seamlessly, start by moving the email’s text into MailChimp. Follow these steps:

Divide your email text into sections. Use subheadings, bulleted lists, images, or signatures for guidance. You can have multiple paragraphs in one section, but make sure each paragraph is no more than 3 lines long.
Add your first text block. Locate the content blocks on the left side of Mailchimp’s template builder. Click on “Paragraph,” hold your mouse down, and drag the block into the preview on the right side of the page.
Copy in your text. Copy the first section of text from your Word document. Paste it into the text block without formatting (use Ctrl+Shift+V on Windows or Cmd+Shift+V on Mac).
Set your formatting. Use the top toolbar to add bullet points, italics, and bold text as needed. If the first section of text is a heading, set it to Heading 1. Set subheadings to Heading 2, and leave all body text set to Paragraph.
Repeat the process. Copy and paste all text from your .doc or .docx, working section-by-section to ensure clean formatting.

Adding Images to Your Mailchimp Email

If you have images in your email draft, you’ll first need to extract them from the Word document. You can follow this guide from Microsoft, or just screenshot each image if you’re in a pinch.

Add Image Blocks: In Mailchimp’s email builder, click “image” on the left side menu. Hold your mouse down and drag the block where you want the image to appear.
Insert Images: Click on the grey box where you’ve dragged an image block. Click “Add” to upload an image from your computer or Mailchimp’s content studio.
Adjust Appearance: Use the left side menu to alter the image size, alignment, borders, and more. Click “Styles” for even more detailed formatting options
Use Layouts: If you want to place images and text side-by-side, try adding a layout block. Click “Layouts” on the left side menu and drag in the block that most matches the appearance you’re looking for.

If you have large images in your email, be sure to optimize your files for proper delivery.

Refining Your Mailchimp Template Styles

Once text and images from your Word doc are in place, you’re ready to customize the email’s design. Click on your email’s grey background to pull up the content block options, then click “Styles” on the leftmost menu – Look for the paint bucket icon.

Text Styles: Use the Text Styles menu to determine how each text style appears. For example, you can have 16px black body text and 30px blue headings!
Background Color: Choose colors that complement your branding. Body color refers to the area where your text and images appear, while background color refers to the area around your email content (this is usually grey by default).
Mobile Styles: Preview and adjust the mobile version to ensure a responsive design. Pay attention to the padding settings, which have a major effect on how images appear for mobile viewers.

For more guidance on mobile style settings, check out this guide from Mailchimp’s help center.

Simplify Your Process with a Template by Pure Firefly

Converting a Word document into a Mailchimp email works, but it can be a lengthy process. For a truly polished and professional look, consider using a custom email template. At Pure Firefly, we design Mailchimp templates that streamline your email creation process and ensure brand consistency across platforms.