How to Create Gmail Templates: A Step-by-Step Guide

Gmail templates (formerly known as canned responses) can significantly enhance your productivity by allowing you to send pre-written messages with just a few clicks. If you find yourself frequently sending similar emails, using templates can save time and reduce repetitive typing. Whether you’re following up with clients, answering common queries, or sending newsletters, Gmail templates can streamline your workflow.

Here’s a complete guide on how to create gmail templates , use, and manage Gmail templates.

Step 1: Enable Gmail Templates

Before creating a template, you need to enable the template feature in Gmail.

1. Open Gmail: Log in to your Gmail account.
2. Go to Settings: Click the gear icon in the top-right corner of the screen and select See all settings from the drop-down menu.
3. Navigate to the ‘Advanced’ Tab: In the Settings window, click the Advanced tab.
4. Enable Templates: Under Templates, select Enable.
5. Save Changes: Scroll down and click Save Changes. Gmail will reload, and the template feature will be activated.

Step 2: Create a Gmail Template

Once templates are enabled, follow these steps to create your first template.

1. Compose a New Email:
   • Click the Compose button in Gmail to start drafting a new email.
   • Write the email content that you want to use as a template. You can include subject lines, greetings, signatures, etc. However, remember that only the body of the email will be saved as a template (subject lines need to be manually entered each time you use the template).
2. Save the Email as a Template:
   • After writing the email, click the three dots (⋮) in the lower-right corner of the compose window.
   • Hover over Templates.
   • Select Save draft as template → Save as new template.
3. Name Your Template:
   • A pop-up will appear asking you to name the template. Choose a descriptive name that helps you quickly identify it later.
   • Click Save to finalize your template.

Step 3: Use a Gmail Template

Once you’ve saved a template, using it in future emails is simple.

1. Compose a New Email:
   • Click Compose to start a new message.
2. Insert the Template:
   • Click the three dots (⋮) in the lower-right corner.
   • Hover over Templates.
   • Under Insert template, select the template you want to use.
3. Edit and Send:
   • The pre-written content will automatically appear in your email. You can make any final adjustments before sending the message.

Step 4: Update or Delete a Template

If you want to update an existing template or delete one, follow these steps:

1. Update an Existing Template:
   • Compose a new email or edit the content of an existing one.
   • After making changes, click the three dots (⋮) and hover over Templates.
   • Select Save draft as template → Choose the template name you want to overwrite under the Overwrite Template section.
   • Confirm that you want to replace the existing template.
2. Delete a Template:
   • Click the three dots (⋮) in the compose window.
   • Hover over Templates.
   • Under Delete template, select the template you wish to delete.
   • Confirm the deletion.

Step 5: Manage Your Templates

Gmail templates are stored directly within your account, so there’s no limit to how many you can create. However, to keep your templates organized, consider the following best practices:

• Categorize Templates: Create different templates for various purposes, such as marketing emails, follow-up messages, or internal communications. You can use clear and descriptive template names for easy identification.
• Review Templates Regularly: Over time, certain templates may become outdated or less effective. Regularly review and update your templates to ensure they’re still relevant and well-written.

Conclusion

By following these steps, you can create, manage, and utilize Gmail templates to save time and increase productivity in your daily email communication. With Gmail templates, you’ll have pre-formatted messages ready to go, making it easier to respond quickly and consistently to frequent queries or send similar emails to multiple recipients.

With practice, templates can become an essential tool for anyone who handles a large volume of email.