How To Create a Newsletter Template In Microsoft Word: 17 Steps To Take

This post may contain affiliate links and I may receive a small commission if you make a purchase using these links – at no extra cost for you. Please read my disclaimer here.

Want to give some novel approaches to reaching a huge audience a try? Are you sick of reaching out to your audience with the same old campaigns that are dry as dust?

A newsletter is all you need to tap into an untouched realm!

A newsletter is one of the best marketing tools as the subscribers are themselves inviting you into their inbox

Indeed, it is one of the most affordable ways to maintain a relationship with your existing clients and take your potential clients through the sales funnel. 

All you need to do is add some exciting content. You can easily convert some potential clients without worrying about the volume of website visits.

Is it as simple as it sounds?

Absolutely! All you need to do is strategize your newsletter. Every newsletter that you send out to your subscribers needs to be formatted and organized in the same way.

Hence, it’s always a good idea to design a template for your newsletter. Read on to know how to create a newsletter template in Microsoft Word!

Why are newsletters a cornerstone of email marketing strategy?

Even though your blog and website may have the best content, the majority of internet users hardly ever stay on any given page for longer than a few seconds.

To keep individuals coming back, a proactive support structure ought to be put in place.

Keep in mind that a business frequently necessitates people making contact first, this behavior might result in variable returns.

But if you run a regular newsletter campaign, you can easily connect with your audience and encourage more participation.

It will be a lot simpler for customers to comprehend what your company can offer them if you provide them immediate access to deals, new items, and other updates.

According to a Litmus analysis, successful email marketing efforts have produced an average of $36 for every $1 invested.

Building a strong newsletter template

Now that you know, those recurrent emails you get from your favorite brands can serve as a driving force behind the success of your own brand. Let's begin with the first, most basic step: how to build a newsletter template in Microsoft Word.

Read on! And see how easy steps Microsoft Word requires you to complete in order to prepare your first newsletter template.

A few templates are available in Microsoft Word 2013 that you can utilize to build a newsletter template. Nothing, however, prevents you from developing one that better meets the communication requirements of your company.

All newsletters share the same fundamental elements, including a newsletter layout, a banner, information boxes, and placeholders for photos.

Setting up your template layout

Step 1: 

In Microsoft Word, start by creating a new blank document. Choose Columns from the drop-down menu by clicking the "Page Layout" menu tab. Then click Left or select how many columns you believe you'll need.

How To Create a Newsletter Template In Microsoft Word: Steps To Take

By choosing the "Margins" icon, you can choose the margins that you prefer. Use the "Columns" icon to specify the number of columns you desire. For most newsletters, two columns work well.

Protip: In addition to help increasing conversions rates, a strategic newsletter should project the image of your company, establish credibility with readers, and foster a sense of community around your goods or services.

Step 2: 

At first, you won't notice any visible changes. It's alright. Check the Ruler checkbox under the "View" menu tab. The top and left sides of your document will now have rulers indicating where the columns are

Your view will change if you chose a layout other than the Left Column layout. The location of the columns is now clear.

Step 2

Protip: Your newsletters will appear more dependable and trustworthy if you send them at regular intervals and develop your brand's image, voice, and tone. 

As a result, your subscribers develop the habit of getting truly helpful content from your company.

Step 3:

Choose a theme for your newsletter by selecting "Design" from the menu. You can choose from a unique selection of complimentary fonts and colors for each theme.

Step 3

Protip: Your sender reputation, the information in the newsletter, and technical factors like domain and IP signatures all have an impact on whether recipients see your emails in their inboxes. 

Your campaigns may be marked as spam if you don't consider these factors.

A newsletter can be made to be interesting by telling a story.

Halter up! We'll talk about this in one of our upcoming tips for you.

Step 4: 

The template should have some text. If the page is blank, it's difficult to imagine what your newsletter will look like. 

At the top, add an example title. Select the text, then right-click to change the typefaces as necessary.

When you right-click the text, choose "Styles" to view some quick formatting options based on the theme you've chosen, such as "Heading" for an article title and "Normal" for the article's body.

Let's add the text "Loren Ipsum" to the two columns. Type the following in the Word document:

You should see some automatically created text in your columns after pressing the Enter key.

If your company has a standard for typefaces, highlight the text and right-click it as you normally would changing the fonts to fit.

Step 4
Step 4a

Protip: The finest email newsletter samples resemble online newspapers in their writing style. The primary article is on the front page, and the remaining pages are peppered with lesser news items.

The main focus of a newsletter should be one article or other pieces of material that are shown above the fold in a similar manner.

Creating banners and text boxes:

Step 5: 

Select the "Shapes" drop-down menu by clicking the "Insert" menu tab. Choose a rectangle and position it above your columns.

Draw a banner at the top of the page using the cursor by dragging it there. 

Step 5

Protip: Make sure to provide evocative alt-text in your image files so that those with visual impairments may view your newsletter. This will enable a page reader to render your text as speech.

Step 6: 

Click "Fill" after right-clicking the rectangle. Choose a fill color, and then decide on a gradient based on that color to serve as your banner's backdrop

Re-right-click the rectangle, choose "Outline" from the menu, and then "No Outline."

Step 6

Protip: Making the most of newsletter templates involves altering the color scheme, including or excluding white space, and incorporating any additional design concepts you may have. Your email newsletter will sound generic if you don't.

Step 7:

Select "Square" text wrapping from the "Layout Options" menu by clicking the button next to the rectangle. This stops your newsletter's text from extending past the banner.

Step 7

Protip: There are two things to bear in mind when developing a template:

First, check to see if the format of the template you're using corresponds to the newsletter's purpose. Want people to read about your honors and charitable endeavors?

Second, do you wish to present your most recent offering? In either case, the design ought to reflect your vision.

Step 8:

Choose "Text Box" from the "Insert" menu by clicking the button. Type the name of your newsletter as you move the cursor over the rectangle. 

To change the font, font size, and font color, use the choices found under the Format menu. To center the content in its text box, press "Ctrl-E," or utilize the alignment icons in the paragraph part of the Ribbon.

Step 8

Protip: Utilize a consistent header and footer for all of your newsletters to ground your efforts. After that, all you have to do is change the content without giving the design much thought.

Consistency in headlines across messages is another great practice for newsletters.

Step 9: 

Right-click the edge of the text box. From the Fill icon's drop-down menu, choose "No Fill," and from the Outline menu, choose "No Outline".

Step 9

Protip: From the design alone, subscribers should be able to identify who sent an email. 

By being consistent, you foster reader confidence and make it simpler for them to access the information they seek in your newsletters.

Step 10: 

For the date of the newsletter and its issue number, make a second text box with a smaller font. By repeatedly pressing the "Tab" key, you can add some space between the date and issue number.

Step 10

Protip: A newsletter should include one main piece of material that is shown above the fold as its primary focus.

The newsletter's overall concept is represented by this major section, which can be expanded upon or extended below the fold with more details, downloadable materials, outside links, etc.


Make a third text box to act as an information box at the conclusion of your newsletter. Here, you can list your business name, address, and copyright information

To set this text box apart from the rest of the newsletter's content, use an outline around it. Use "Square" text wrapping in the Layout Options window, and be sure to select the "Fix Position on Page" checkbox. 

As a result, the text box won't move when you modify the text above it.


Protip: The voice of a brand may shine through in newsletter content while also educating and informing subscribers

The secret to writing an interesting newsletter is to tell a narrative. The most effective approach to provide information that sticks is to take your email list on a journey using a combination of text, photos, and other rich media.

It's time to include some photos in your newsletter now to increase its effectiveness.

Add image placeholder


To serve as a placeholder for the photographs you'll want to include in your email, click the "Insert" option, select "Picture," and then select any image you have available.

Drag the image to the correct spot after resizing it as needed. "Add Caption" can be chosen by right-clicking the picture.

Simply click "OK" once the Caption window has appeared. Simply highlight the generic "Figure 1" caption for each new image you add for a newsletter and change it to something more suited.


Protip: Images improve newsletter design logically because they make it more visually appealing and break up the content to make it simpler to read.

This allows readers, especially those who use mobile devices with small screens, to rest their eyes.

Not only are newsletter images eye-catching, but they help humanize communication and boost reader engagement. Since stock photographs are simple to ignore, using your own images is always preferable for brand exposure.

You can also use text-to-image generators to create unique images with the help of AI algorithms in one click.


Repeatedly right-click the picture and choose "Format Picture".

Select "Line" then "Solid Line" by clicking the "Fill & Line" symbol in the form of a bucket. To set the color and line width, use the available choices.



When you create a new edition, choose "Change Picture" from the context menu by right-clicking the placeholder image.

A new image that you choose from the navigation window that appears automatically resizes to fit in the empty space left by your placeholder.


Protip: Wherever they benefit your newsletter, we advise incorporating photos.

Effective, eye-catching emails can benefit from highlighting a product, a team member, or an infographic that explains a concept. 

Just be careful not to overdo it; if your newsletter appears to be nothing more than a list of all your recent releases, it's time to start over.

It's time to save your template so that you may use it repeatedly.

Save the template


When you're done creating the template, click the "File" menu and choose "Save As". Navigate to your Documents folder by choosing "Computer" and then selecting the "Custom Office Templates" folder.

Then click "Using the "Save As Type" button, choose "Word Template (*.dotx). " Click "OK" after entering "Newsletter" in the File Name area.


Protip: An excellent place to start is by making sure your newsletter's CTAs are optimized. Be thoughtful and open when deciding where to send your readers.


When Word opens, select "New" to start writing your first newsletter.

To view all of the templates in your Custom Office Templates folder, choose "Personal," then select the "Newsletter" button.


Protip: Not merely a list of links should be included in newsletters. Create original material to give your newsletter worth on its own!


In the banner, alter the date and issue number. Replace the text and image with the content from your newsletter.

The newsletter is saved in the common Word DOCX format when you click the "Save" button.


Protip: By including social network buttons in your newsletter, you can further increase engagement. If you want to avoid having them take up too much room, try putting them to your header or footer.

Voila! With your newsletter template in hand, you are now ready.

We hope you now have a clearer understanding of what it takes to create newsletters that are appealing and effective.

Conclusion: How to create a newsletter template in Microsoft Word

Folks, that's how to make your own email newsletter, there you have it! Newsletters are a great way to interact with your audience, broaden the reach of your business, and boost revenue.

If you lack of inspiration to come up with a creative template you can always check out this tool from cloudHQ to find ideas

Professionally designed newsletters are unquestionably a crucial component of any successful email marketing plan.

About the author 

Peter Keszegh

Most people write this part in the third person but I won't. You're at the right place if you want to start or grow your online business. When I'm not busy scaling up my own or other people' businesses, you'll find me trying out new things and discovering new places. Connect with me on Facebook, just let me know how I can help.

{"email":"Email address invalid","url":"Website address invalid","required":"Required field missing"}