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How do I reduce the size of emails in HubSpot?



How do I reduce the size of emails in HubSpot?


Email is an amazing tool that we can use to share information quickly with others. But it's also one of the biggest time sucks when trying to work—it takes forever to get through them all! That said, there are some simple steps you can take to make those emails more manageable while still keeping things looking good. Let's talk about how to set up your emails so they look great no matter what device or browser someone opens them on.

HubSpot offers a wide variety of templates for sending newsletters, marketing campaigns, sales pitches, etc., but many times these designs don't scale well if sent via email. The below tips will help ensure that your design looks as crisp and clean whether it's opened on a computer screen, tablet, or phone.

How do I customize my emails in HubSpot?

To start off, open any email from your client list (or create one) by clicking the + icon at the top right corner of your message box. Then select Edit Template & Add Email Content. This will bring up the editor where you can begin customizing your email. You'll notice immediately that this editor has been divided into sections such as Header Text, Image Sizes, Background Colors, Fonts, Etc. Each section comes preloaded with several default options which often won't be suitable for larger displays like tablets or phones. To adjust each individual option within these categories, click "Edit" next to each field and then choose the new values. When making changes, remember to save edits before closing out of the content window.

One thing worth noting is that you have the ability to add multiple columns to a single page, allowing you to better organize text blocks. Simply double-click inside a column to expand it horizontally. If you want to remove a block entirely, simply hit delete once inside the expanded area.

If you're not sure what kind of image sizes should be used for certain types of objects, check out our guide here. It includes recommended width ranges for various filetypes along with other helpful guidelines.

It's important to note that even though most people will probably see your email on their computers first, chances are high that they may download it onto their smartphones too. So keep both versions optimized to avoid unnecessary scrolling or zooming.

How do I change my HubSpot email preferences?

You might've changed your settings after installing HubSpot already, but just in case head over to Settings and switch to Mobile Responsiveness Mode. In addition to changing the font color, this mode automatically adjusts the layout of your newsletter based on the user agent string. In short, when viewing on a smartphone, pages will automatically shrink down to fit smaller screens without losing readability. On desktop browsers, however, users can always enable fullscreen view if they prefer.

Another useful feature available under Preferences is the Change Signature dropdown menu. Here, you can choose whether to display your company name, title, contact info, or none at all. Most likely, you'll only need to leave the first two items checked. Just make sure that you select a signature that matches whatever branding you currently have in place. Otherwise, anyone who gets copies of those messages could potentially find your personal details pretty embarrassing.



How do I send a personalized mass email in HubSpot?

Sending bulk emails is something everyone does, especially business owners. And while there isn't much of anything wrong with doing that, sometimes having a way to automate those sends makes life easier. For example, say you run a weekly eNewsletter and would like to send it to every subscriber. Rather than manually typing in each person's address yourself, why not let HubSpot handle everything for you? Head back to the same email customization interface mentioned above, but instead of adding email content, click Create Mail Merge Document. From there, follow the wizard to complete the process. Keep in mind that not all mail merge tools allow you to import data straight into the document, so be prepared to type addresses manually if necessary.

When it comes to scheduling future emails, HubSpot provides plenty of flexibility with its email scheduler function. By creating a series of dates and times between different events, you can easily schedule emails to go out throughout the week. However, unlike Gmail, HubSpot doesn't offer native functionality to auto-send scheduled messages. Instead, users must visit Scheduled Messages to confirm upcoming deliveries. Still, because HubSpot allows you to track stats for past schedules, you can rest easy knowing that future emails aren’t going unread due to human error.

Lastly, if you'd rather stick to manual emails, HubSpot gives admins control over the entire account creation/deletion workflow. Under Account Actions, scroll down until you reach Manage Accounts. There you can toggle specific accounts between Active or Deleted status. While inactive accounts will continue to receive emails for updates, deleted ones cannot receive any further correspondence unless reactivated.

How do I manage emails in HubSpot?

The last major tip involves being mindful of your recipients' inboxes. Because HubSpot uses smart spam filters, it prevents junk from reaching inboxes altogether. However, if you know that any of your subscribers are prone to false positives, consider whitelisting them temporarily. This lets you give them access to your emails, but keeps unwanted mails away from their eyes. Alternatively, you can also opt to disable Smart Filter completely if you feel comfortable with that risk.

Also, whenever possible try to include links to locations outside of HubSpot. Not only does this prevent clicks on internal hyperlinks, but also helps visitors navigate around the site faster. Plus, since HubSpot tracks referrals from external sites, linking directly to another domain means your traffic numbers will show higher conversions.

And finally...if you ever forget what you were supposed to write in a particular email, don't worry! HubSpot saves drafts locally so you never lose your train of thought. Just tap the ellipsis button located at the bottom left corner of the draft and choose Save Draft As New Message. Next, fill in the blanks wherever needed and press Send!

When it comes to communicating via email, there are many different things that can be done to make communication easier. Sometimes we need to send large documents or files via email, while other times we just want our messages to look good when they're opened up on someone's phone screen.

In this article, we'll show you how to adjust your emails so they display correctly no matter which device opens them — desktop computers, laptops, tablets, phones...you name it! We will also explain why these changes may not always work as well as you'd like (e.g., if you have a very wide monitor).

You don't even necessarily need to use HubSpot to achieve this effect — in fact, some people say that changing the font size works better than any other adjustment with HubSpot alone. However, since most users access their inboxes through HubSpot, we'll focus specifically on what you can do within HubSpot itself.

Here are several tips to help get you started.

Can I customize HubSpot?

Unfortunately, at present, you cannot easily modify your email templates directly from inside HubSpot. You can, however, create new emails by clicking "New" under the My Content tab, then select Email Template. This will open up all available options for creating a brand new email.

If you choose to edit one of your existing emails, click Settings & Design Options " Layout from the top menu bar. Here you should see a list of icons along the left side of the page. The first icon shows three horizontal lines, indicating the maximum width allowed for content within this particular section. Clicking this button allows you to alter the width of the column containing the subject line or recipient information. By default, this area has been set to 600 pixels. If you would rather increase or decrease the width, simply drag the blue slider next to each respective field until you find something you like.

The second icon indicates whether the background image used within the email will scale based upon the user's browser window resolution. If you've sent out hundreds of emails recently, chances are pretty high that you haven't checked this option yet. It's worth doing now because it helps ensure that the design looks great regardless of where it's being viewed. To enable this feature, check off Background Image Scale On Web Viewer. Once again, you can adjust both fields until you've found a combination you like best.

Finally, the third icon lets you control how much space around the edges remains white after making adjustments elsewhere. For example, if you set the columns' widths too narrow, this option might allow you to add more text without losing visual interest. Checkbox Edge Margins Offset White Space provides one possible solution; you could offset the whitespace between elements by giving certain sections wider margins. Another way to keep extra margin space unoccupied would be to give the entire email a smaller border radius. Adjustments such as these are helpful but not necessary. Your own unique preferences will ultimately determine what works best for you.

After adjusting these settings, scroll down to the bottom of the dialog box and hit Send Preview. Now you can test your email on various screens to verify its appearance, and compare it against screenshots provided in support documentation.

HubSpot offers dozens of fully customizable templates for every type of business imaginable. These include everything from simple newsletters to complex CRM forms. One thing to note about these designs is that they often contain graphic assets such as logos and illustrations that take advantage of full-page layouts. When viewed on small screens, these graphics become tiny blurs due to reduced pixel density. Although this doesn’t impact functionality, it does cause confusion for recipients who receive emails intended for larger displays.

To avoid potential problems, try opening the email on another computer or smartphone before sending it over email. That said, sometimes receiving feedback on an email you sent yourself is unavoidable. In those cases, it's generally acceptable practice to ignore minor technical issues. After all, everyone views webpages differently depending on their setup and personal preferences.

How do you change email width?

As mentioned above, the easiest method for altering the width of individual email components involves dragging sliders placed alongside specific fields. But what happens if your chosen layout causes the email to exceed the maximum width allowed within the editor?

This scenario occurs frequently whenever using email themes. Since theme designers usually opt for clean, minimalist aesthetics, they often place lots of important details close together. As a result, the resulting message ends up looking cramped and difficult to read on a phone or tablet. Fortunately, there are two easy solutions to overcome this problem.

First, you can resize images contained within the body of your email. Simply right-click on the desired file and select Resize Images.... A pop-up window will appear allowing you to input your preferred dimensions. Hit Save Changes once finished. Next time you send out this same email, the images won't automatically stretch to fit the width determined during editing. They'll remain the exact size specified here.

Second, you can utilize HTML code to override the width values defined by the email theme designer. This technique relies heavily on CSS, meaning that only basic knowledge regarding coding languages and properties is required. First, copy the following snippet into your Gmail account:

Then activate syntax highlighting for HTML by clicking File & Preferences & Languages & Markdown & Syntax Coloring & Always Use Source Code Format. Finally, paste your modified version of the aforementioned CSS block into Notepad or TextEdit.

Next, head back to the website editor and locate the header element located near the footer. Right-click it and select Edit Header/Footer… From the drop-down menu, select Modify All Headers/Footers. At this point, press Ctrl + F to search for style.css. Select the relevant link and open it in Chrome. Scroll down until you reach the last property listed under media queries. Find the line labeled.email-design(max-width: 1600px) and append your newly created CSS to the end of the declaration.

Now save the document and refresh the preview pane in your browser. Try resending the email. Depending on your own circumstances, this method may prove useful for overcoming similar limitations affecting other parts of your newsletter.

What is the width of an email?

Many email clients provide the ability to view mails online by selecting links embedded in the body of the message. Some providers offer additional features designed to prevent excessive loading times caused by large attachments. For instance, Microsoft Outlook loads pictures slowly unless you disable thumbnail previews. Google Mail similarly uses JPEG thumbnails instead of actual PNG files.

While convenient, these methods come with drawbacks. Because photos aren't loaded entirely at once, pages tend to load slower. Also, if the attachment exceeds 16 MB, it must still download completely before viewing. Additionally, some browsers limit the number of simultaneous downloads per domain. Consequently, sharing big files via email isn't ideal.

Fortunately, there's a workaround for this issue. Using HTML embedding techniques, you can compress large files into a lightweight container that's less likely to trigger bandwidth restrictions. Then, when needed, recipients can open the compressed archive individually.

For starters, let's assume you're working on a marketing campaign promoting your latest fitness products. Instead of attaching a single photo, you can break up the overall presentation into multiple ZIP archives. Each folder contains a separate product shot. Within each ZIP, insert individual images using the following format:

https://img1.jphub.com/b/_w0iStZC_dQAA=|imagefile.jpg

Replace img1.jphub.com with whatever hostname you prefer. Replace |imagefile.jpg with the appropriate path to the picture you wish to attach. Repeat this process five times, substituting distinct URL addresses for each image. Don't forget to replace ="" with "" prior to uploading each ZIP.

Once complete, upload the final ZIP file to Dropbox. Then, go to https://dl.dropboxusercontent.com/u/[your username]/[folder name].html#zip_id and replace [folder name] with your own custom identifier. Open the newly generated index.html file in your browser. Upon first launch, you'll notice that the image gallery appears empty. This is because the browser hasn't downloaded the images included in the ZIP archive. Therefore, wait 30 seconds before proceeding.

At this point, either log out of Dropbox or else force your browser to reload the updated webpage. Afterwards, browse through the slideshow until you arrive at the picture of your choice. Then, highlight it and right-click anywhere blank on the page. Choose Copy Link Address followed by Paste Link Address. Navigate to the location where you saved your ZIP file and enter the filename associated with it. Leave the rest of the parameters blank. Hit Enter.

Finally, delete the #zip_id portion of the address. Make sure to remove the spaces between zeros, otherwise you risk breaking the link.

What is the width of an Outlook email?

Outlook users typically encounter this problem when sending emails to subscribers residing outside of North America. Unfortunately, there's currently no effective solution.

If you're like most people who use Gmail or Microsoft Outlook as their primary way to communicate with colleagues, clients, and friends, then you'll know that sending large attachments isn't always ideal. Whether it's because they contain sensitive information, they have too many graphics, or simply because they take up so much room on users' hard drives, there will come a time when you need to shrink down those files to make them more manageable.

The good news is that this process doesn't have to suck the life out of your messages — in fact, some simple tricks can help you cut file sizes without losing quality. In this article we show how to optimize your emails for mobile by reducing image sizes and avoiding excessive formatting. We'll also discuss why these changes might actually improve readability!

What is an email size?

When talking about email size, "size" refers to both its physical dimensions (the number of pixels) and its content dimensionality (how big each message is). On computers, the two aspects tend to correlate pretty well, but things get tricky on mobile. How does one determine whether a particular attachment is small enough to send via text, given what kind of device someone may open that email on? You could try shrinking everything down until nothing fits anymore, but if the end goal is to prevent people from having to download huge amounts of data over cellular networks, it makes sense to keep certain pieces larger than others.

In general, sending smaller versions of any photo or graphic would probably benefit anyone receiving the email, while keeping sentences short and paragraphs uncluttered would likely appeal to everyone else reading it. This means cutting unnecessary fluff such as background colors, fonts, and other effects. If possible, stick to black text on white backgrounds for better legibility. A little bit of contrast goes a long way here. The same concept applies to tables. Instead of trying to squeeze every last pixel into a tiny space, consider creating multiple columns instead, which can serve double duty by giving readers something interesting to look at along with providing ample white space between lines. Overall, don’t forget about whitespace—don't feel like you have to fill every single inch of real estate available.

For anything considered "content," think twice before automatically assuming that shorter equals better. Longer form letters often work far better than ones that cram all important points onto one page. For example, studies have shown that articles containing fewer words per line are easier to read than longer ones [1]. It just takes practice to strike a balance.

As a rule, though, it seems safe to say that bigger is generally better. Most importantly, avoid making assumptions based on screen resolution. Some smartphones display web pages differently depending on the manufacturer. For instance, Apple iPhones render websites according to Retina Display standards, meaning that even standard resolution sites appear sharper compared to non-Retina screens. Similarly, Android phones typically scale down high DPI displays unless instructed otherwise, resulting in lower resolutions overall. As a result, it's best to assume that people viewing your content on whatever smartphone they own will want to see it full-screen without zooming.

It’s worth noting that not everybody has access to fast internet connections wherever they go. Sending large attachments over slow Wi-Fi certainly won’t hurt anybody, but doing so over 3G/4G LTE definitely defeats the purpose of the service. At least 15MB of free storage space per month should cover basic needs, but if you’re worried about hitting that limit, check out our guide to maximizing cloud storage.

[1] Hwang JH et al. “Short Is Better Than Shorter When Writing Academic Articles.” Psychological Science 22(2): 264–266. 2012. PubMed | Google Scholar



How wide should an HTML email be?

There’s no universal answer to this question — it depends entirely on the context. However, there are some guidelines to follow.

Generally speaking, 500px and 640px are the sweet spots for desktop layouts. These numbers correspond to roughly 16:9 aspect ratios, i.e., the ratio of height to width. So if you were designing a website specifically optimized for tablets, 960x500px would be a good starting point. Likewise, if you wanted to create an Instagram story, 1600x900px would be sufficient. Of course, different apps have different requirements. Twitter allows a maximum width of 1200px, whereas Facebook only permits 800px. Generally speaking, however, sticking to around 1000px works well regardless of platform.

On top of that, there are several tools online that let you calculate recommended breakpoints for specific types of media. One popular option is Breakpoint Wizard, which offers suggestions for various layout scenarios ranging from 1,000px - 2,400px. Another tool called Responsinator lets you experiment with various viewport settings by letting you adjust the width of images within a browser window. Finally, Media Queries provides another easy way to test responsiveness for different breakpoints. Basically, whenever you run tests, it helps to start off with blank canvases where applicable.

How wide are HubSpot emails?

Hubspot sends emails natively through Gmail now, but back in 2013 it used Yahoo Mail. The company claims that it made the switch because of increased security concerns, but in reality, the decision was motivated largely by economics. Back then, the cost associated with running servers meant that Hubspot couldn't offer cheap plans to customers. While Yahoo Mail wasn't exactly known for being secure itself, it was still significantly cheaper than alternatives such as AOL and Gmail.

Nowadays, Hubspot runs its own self-hosted version of G Suite, which includes a built-in mail client similar to Gmail. With this system, Hubspot charges $10 per user per month (or €8.33 per month), whereas competitors usually charge upwards of $20 to $25 per month. By moving away from third parties, Hubspot saves money on hosting fees, bandwidth costs, and IT infrastructure management.

However, switching to internal systems comes with drawbacks. First, since Hubspot owns its servers, it controls the entire experience. People on the team responsible for managing backend services aren't able to focus 100% of their attention on building new features. Second, migrating to Hubspot's proprietary software means that developers have less control over customization options. They also lack support for industry-standard platforms such as OpenAPI. Lastly, Hubspot employees are prohibited from working remotely during emergencies.

That said, Hubspot's move towards enterprise solutions is undoubtedly a positive development. Since the company started offering private beta programs earlier this year, it's become increasingly clear that Hubspot aims to compete directly against established giants like Salesforce and Workday. Its current offerings include CRM integrations, marketing automation, sales tracking, collaboration suites, project accounting, customer relationship management, etc. And unlike some lesser-known startups, Hubspot is backed by Sequoia Capital and General Catalyst Partners.

With Hubspot's recent acquisition of Coda Hale & Co., a San Francisco startup specializing in machine learning algorithms for personalization, it's evident that the company wants to integrate artificial intelligence into its products soon. What remains unclear right now is whether AI will transform the business model behind Hubspot, or if it will merely provide additional functionality for existing subscribers. Either way, expect to hear more about this topic in the near future.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Anyleads
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The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
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Anyleads
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Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
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  • Export to CSV or Excel in one click.
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Discover emails from a CSV from 3 columns (first name, last name, and company name).

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  • Send directly the leads captured to your CRM or any software.
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Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
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  • Export all the leads into Excel or CSV.
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  • Install and customize the widget on your website.
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  • Export reviews into Excel or CSV.
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Send newsletter or sales emails with automatic follow ups.

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  • Create unlimted lists, filter by country, industry, size and job title.
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