Let’s be real—editing and sending out newsletters can feel like a lot of work, but with the right tools (like Canva and Gmail), it’s easier than you think! In this quick guide, I’m going to walk you through the process of customizing a Canva newsletter template and sending it via Gmail without losing any of those clickable links.
Step 1: Sign in to Canva and Choose Your Template
First things first, log into your Canva account and open the newsletter template you want to edit. Select your fave and let’s get started. (If you're using my template, the links will automatically open the templates in your Canva.)
Step 2: Personalize Your Newsletter
Now that your template is open, it’s time to make it yours! Go ahead and customize the text, colors, images—whatever you need to make it stand out.
Quick tip: Canva won’t let you add personalized names (if you’re doing a mail merge), but don’t worry, you can handle that in Gmail later. Play around with it, and don’t forget to save your changes as you go!
Step 3: Download Your Design
Here’s where it gets important: to keep your newsletter looking sharp and maintain those clickable links, you’ll need to download it twice.
First, download it as a PNG for a clean image version.
Then, download it as a PDF to make sure the links stay active. Easy!
Step 4: Upload the PDF to Google Drive
*updated instructions in 2024
Next, upload that PDF to Google Drive (or whatever cloud storage you like). Once it’s uploaded, click the 3 vertical dots, and choose "share". You'll need to change the General access to 'Anyone with the link' and 'Viewer'. Then click the "Copy link" button. You’ll need this link in just a minute!
Step 5: Start Composing Your Email in Gmail
Hop over to Gmail and hit "Compose" to start a new email. Add your recipient's address, a subject line, and any personalized greeting you want to include. If you’re using a tool like Streak for mail merging, you can plug in variables for names and other details here.
Step 6: Insert Your Newsletter Image
In the email, click the little “Insert photo” icon and upload the PNG version of your newsletter template. Make sure it’s displayed at the original size, so it stays crisp and clear.
Step 7: Link the Graphic
*updated instructions in 2024
Here’s the magic step: select the image you just added (click and drag so the image is highlighted blue), then press Command/Ctrl + K. Paste the shareable link to your PDF (from Google Drive) where it says "To what URL should this link go?" (make sure the "Text to Display" section is left blank), and now your entire image will be clickable!
Step 8: Review and Send
Give your email a once-over to make sure everything looks good—double-check your recipient list, links, and text. When you’re happy with it, click "Send" and voilà! You’ve just sent out a professional, clickable newsletter via Gmail!
That’s it! Super simple, right? Following these steps will make sure your newsletter not only looks great but also keeps those all-important links functional, no matter where your audience views it.
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