How to Duplicate an Email in Gmail: A Power User’s Guide

Want to duplicate an email in Gmail? While Gmail doesn’t offer a direct “duplicate” button, fear not! There are several ingenious workarounds to achieve the same result. The most common and reliable method involves forwarding the email to yourself. This creates a new email containing the complete content of the original, effectively duplicating it. However, depending on your specific needs, other techniques, like saving as a draft or utilizing third-party extensions, might be more suitable. Let’s delve into the details.

Why Duplicate an Email? Unveiling the Power Behind the Action

Before we jump into the “how,” let’s explore the “why.” Understanding the reasons behind duplicating an email will help you choose the best method and unlock its full potential. Here are just a few scenarios:

• Template Creation: You have an email you frequently send with minor modifications. Duplicating it allows you to quickly start a new email with pre-filled content, saving you tons of time.
• Archiving and Editing: You need to archive a copy of an email and then edit the original without losing the original content. Duplication provides a safeguard.
• Delegation of Tasks: You want to delegate a task detailed in an email but need to retain the original correspondence for your records.
• Testing and Experimentation: You’re testing email marketing campaigns and need multiple copies of the same email to send to different test groups.
• Offline Access: You need to read the same email content offline multiple times on different devices.

The Forwarding Method: A Simple and Effective Solution

The most straightforward approach is to forward the email to your own address. Here’s how:

1. Open the Email: Locate the email you want to duplicate in your Gmail inbox.
2. Click “Forward”: Below the email body, you’ll find icons for “Reply,” “Reply all,” and “Forward.” Click on “Forward.”
3. Enter Your Email Address: In the “To” field, type your own Gmail address.
4. (Optional) Edit the Subject Line: You can modify the subject line to indicate that it’s a copy or to reflect the purpose of the duplicated email. For example, you could add “COPY” or a date to the subject.
5. Send the Email: Click the “Send” button.

You will now receive a new email in your inbox that contains the entire content of the original email, including any attachments. This is essentially a duplicated email.

Saving as a Draft: A Powerful Alternative

Another option is to save the email as a draft after forwarding it to yourself. This keeps the duplicated email readily accessible for further editing or sending later.

1. Follow steps 1-4 from the Forwarding Method above.
2. Instead of clicking “Send,” simply close the compose window. Gmail automatically saves the email as a draft.
3. Access Your Drafts: Go to the “Drafts” folder in your Gmail sidebar.
4. Open the Duplicated Email: You’ll find the forwarded email you just saved. You can now edit it, add more recipients, or send it whenever you’re ready.

Exploring Third-Party Extensions: Automation and Advanced Features

While forwarding and saving as drafts are effective, some third-party Gmail extensions offer more advanced duplication features. These extensions can often:

• Automate the Duplication Process: Create duplicates with a single click.
• Customize Duplication Options: Specify which elements of the email to copy (e.g., subject, body, attachments).
• Integrate with Other Tools: Seamlessly duplicate emails and send them through CRM or marketing automation platforms.

However, exercise caution when installing browser extensions. Only use reputable extensions from trusted developers to avoid security risks. Always check the permissions requested by the extension before installing it.

Copying and Pasting: A Manual Approach (with Limitations)

While not a true duplication method, you can manually copy and paste the email content into a new email.

1. Open the Email: Locate the email you want to copy.
2. Select All Content: Press Ctrl+A (Windows) or Cmd+A (Mac) to select all the text in the email body.
3. Copy the Content: Press Ctrl+C (Windows) or Cmd+C (Mac) to copy the selected text.
4. Create a New Email: Click the “Compose” button in Gmail.
5. Paste the Content: Press Ctrl+V (Windows) or Cmd+V (Mac) to paste the copied text into the new email.

Limitations: This method has limitations. It doesn’t copy the original headers (To, From, Date), any embedded formatting, and attachments. You’ll need to manually re-add the subject line, recipients, and attachments.

Printing to PDF and Re-Attaching: Another Workaround

A less common but potentially useful method is to print the email to a PDF and then attach the PDF to a new email. This preserves the visual formatting of the original email.

1. Open the Email: Locate the email you want to duplicate.
2. Print to PDF: Click the “Print all” icon (three vertical dots) and select “Print.” Choose “Save as PDF” as your printer.
3. Create a New Email: Click the “Compose” button in Gmail.
4. Attach the PDF: Click the “Attach files” icon and select the PDF file you just created.

Limitations: The email becomes a static PDF file, losing its interactive elements. It also increases the file size of the email.

FAQ: Your Duplication Questions Answered

Here are 12 frequently asked questions about duplicating emails in Gmail to further enhance your understanding:

1. Does Gmail have a built-in “duplicate” feature?

No, Gmail does not have a direct “duplicate” button or function. You need to use one of the workarounds described above, like forwarding to yourself or using a third-party extension.

2. Can I duplicate multiple emails at once?

With the built-in Gmail features (forwarding or saving as draft), you’ll need to duplicate each email individually. Some third-party extensions might offer batch duplication capabilities.

3. Does forwarding an email remove the original sender’s information?

No, forwarding an email preserves the original sender’s information in the headers of the forwarded message.

4. Will attachments be included when I forward an email?

Yes, attachments are automatically included when you forward an email in Gmail.

5. Is it safe to use third-party extensions for duplicating emails?

It depends on the extension. Always choose reputable extensions from trusted developers and carefully review the permissions requested before installing. Avoid extensions that ask for excessive permissions.

6. How can I ensure the duplicated email looks exactly like the original?

The most accurate method is to forward the email to yourself. This preserves the formatting, attachments, and most of the original structure. Saving as a draft will also accomplish the same objective.

7. Can I automate the email duplication process?

Yes, using third-party extensions can automate the duplication process, allowing you to duplicate emails with a single click or set up rules for automatic duplication.

8. Is there a limit to the number of emails I can forward to myself?

Gmail has sending limits to prevent spam. However, it’s unlikely you’ll reach these limits when simply forwarding a few emails to yourself.

9. How do I duplicate an email signature in Gmail?

If your signature isn’t a picture, you can select it and copy-paste it into a new email. If it is a picture, you’ll need to upload it again or copy it from your “Settings -> See all settings -> General”.

10. Can I duplicate an email that is in the “Sent” folder?

Yes, you can duplicate emails from any folder in your Gmail account, including the “Sent” folder, using any of the methods described above.

11. How does duplicating an email differ from simply replying to it?

Replying to an email continues the existing email thread, while duplicating an email creates a completely new and independent email.

12. What’s the best method for duplicating emails for template creation?

Saving the forwarded email as a draft is excellent for template creation because it keeps the content readily available for editing and reuse. You can quickly access the draft, modify it, and send it as needed.

Conclusion: Mastering the Art of Email Duplication

While Gmail lacks a direct “duplicate” button, the techniques outlined above empower you to effectively replicate emails for various purposes. From simple forwarding to leveraging third-party extensions, the choice depends on your specific needs and preferences. By understanding these methods, you can streamline your email workflow and unlock new levels of productivity. Embrace these techniques, and you’ll be duplicating emails like a pro in no time!