How to Make Email Templates in Gmail: A Pro’s Guide

Gmail templates, also known as canned responses, are a powerful productivity tool for anyone who frequently sends similar emails. They allow you to save time and effort by creating pre-written messages that you can quickly insert and customize. But how do you actually create these time-saving marvels? Here’s a comprehensive guide to making email templates in Gmail:

First, Enable Templates (Canned Responses) in Gmail Settings:

1. Log in to your Gmail account on your computer (templates are not available in the Gmail mobile app).
2. Click the gear icon in the top right corner to open the Settings menu.
3. Click “See all settings.”
4. Navigate to the “Advanced” tab.
5. In the “Templates” section, select “Enable.”
6. Scroll to the bottom and click “Save changes.”

Second, Create Your Email Template:

1. Click “Compose” to create a new email.
2. In the body of the email, type the content you want to save as a template. This could be anything from a standard greeting to a detailed project update. You can use formatting, links, and images.
3. Click the three vertical dots (More options) at the bottom right of the compose window.
4. Select “Templates” > “Save draft as template” > “Save as new template.”
5. Give your template a descriptive name. This will help you easily identify it later. This name will also become the subject line when you use the template, so choose wisely!
6. Click “Save.”

Third, Use Your Email Template:

1. Click “Compose” to create a new email.
2. Click the three vertical dots (More options) at the bottom right of the compose window.
3. Select “Templates”.
4. Under “Insert template,” select the name of the template you want to use. The template content will be automatically inserted into your email.
5. Customize the email as needed, add the recipient’s address, and send.

Finally, Update or Delete an Email Template:

To update an existing template, follow the same steps as creating a new template. Write your changes in the compose window and then:

1. Click the three vertical dots (More options) at the bottom right of the compose window.
2. Select “Templates” > “Save draft as template.”
3. Overwrite the existing template you wish to update.
4. Click “Save.”

To delete a template:

1. Click “Compose” to create a new email.
2. Click the three vertical dots (More options) at the bottom right of the compose window.
3. Select “Templates” > “Delete template.”
4. Choose the template you want to delete.
5. Confirm the deletion.

Frequently Asked Questions (FAQs) about Gmail Templates

Here are 12 FAQs to further enhance your understanding and usage of Gmail templates:

1. Are Gmail Templates available on the mobile app?

No, Gmail templates, or canned responses, are only available on the web version of Gmail on a computer. You cannot create or use templates directly within the Gmail mobile app.

2. What is the maximum number of templates I can create?

Gmail does not officially specify a hard limit on the number of templates you can create. However, having an extremely large number of templates might potentially impact performance, so it’s best to keep your templates organized and delete any that are no longer needed.

3. Can I share my templates with other Gmail users?

Unfortunately, Gmail does not offer a native feature to directly share templates with other users. However, you can copy and paste the content of a template and share it via document or email for others to manually create the same template in their accounts. Third-party extensions or add-ons might provide sharing functionalities, but be cautious about their security and permissions.

4. Can I include attachments in my Gmail templates?

No, you cannot directly save attachments within a Gmail template. The template only stores the text and formatting of the email body. You will need to manually add the attachment each time you use the template.

5. How do I include dynamic information, like the recipient’s name, in my templates?

You’ll need to manually insert dynamic information. Gmail templates do not support automatic insertion of fields like recipient name. You can, however, use placeholders like “[Name]” in your template and replace them with the actual information when you use the template. Some third-party add-ons can offer more advanced personalization.

6. My templates are not saving correctly. What should I do?

First, ensure that templates are enabled in your Gmail settings (Advanced tab). Then, try clearing your browser’s cache and cookies. Sometimes, browser extensions can interfere with Gmail functionality, so try disabling them temporarily to see if that resolves the issue. If the problem persists, try a different browser.

7. Can I use HTML formatting in my Gmail templates?

Yes, Gmail templates support basic HTML formatting. You can copy and paste HTML code into the template body. However, complex HTML or CSS might not render correctly. For more advanced email design, consider using a dedicated email marketing platform.

8. How do I organize my templates?

Gmail does not offer a built-in way to organize templates beyond the alphabetical list. However, you can use a consistent naming convention to group similar templates. For example, you could prefix all templates related to a specific project with “ProjectA_”.

9. Can I use Gmail templates with Google Groups?

Yes, you can use Gmail templates when sending emails to Google Groups. However, keep in mind that the recipient list will be the group’s email address, not individual recipients. You’ll still need to manually insert any personalized content.

10. Are there any limitations to the size of a Gmail template?

Gmail does not publicly state specific size limitations for templates. However, large templates with complex formatting or excessive HTML might impact performance. It’s best practice to keep templates concise and focused.

11. Can I undo a template deletion?

No, once you delete a Gmail template, it is permanently removed. There is no undo function or trash bin for deleted templates. Therefore, be very careful when deleting templates, and consider backing up important templates by copying their content to a separate document.

12. Are there alternatives to Gmail templates for more advanced email automation?

Yes, if you need more advanced features like A/B testing, automated follow-ups, personalized fields, or email analytics, consider using dedicated email marketing platforms like Mailchimp, HubSpot, or Constant Contact. These platforms offer much greater control and functionality for email marketing and automation.

By understanding these features and limitations, you can effectively leverage Gmail templates to boost your productivity and streamline your email communication. Remember to experiment with different templates and find what works best for your specific needs. Happy emailing!