How to create and use Gmail templates to streamline your workflow

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How to create and use Gmail templates to streamline your workflow
Creating email templates in Gmail can speed up your email process. 10'000 Hours/Getty Images
  • Gmail templates can be accessed within the three-dot menu in drafts.
  • You have to first enable Gmail templates, however, before you can use them.
  • You can also set up filters to auto-send templates in specific situations.
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Emails were meant to help people communicate faster, but they can take up a lot of time, especially if you tend to send the same types of emails often.

If you have Gmail, you can enable and create templates to help speed up those repetitive emails. You can also create filters to auto-send templates when the filter requirements are met.

Here's what you need to know to get it done.

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Important: Templates only work on the desktop version of Gmail - not on the mobile app.

How to enable Gmail templates

If you've never used templates, you'll have to enable the feature:

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1. Go into Gmail on a web browser.

2. Click the gear-shaped Settings icon, and then choose See all settings.

How to create and use Gmail templates to streamline your workflow
Select "See all settings" to see more options. Devon Delfino

3. Click Advanced in the settings menu toward the top of the screen.

How to create and use Gmail templates to streamline your workflow
Go into the advanced section to find the templates option. Devon Delfino

4. Under Templates, select Enable.

How to create and use Gmail templates to streamline your workflow
Enable templates to start using them. Devon Delfino

5. Scroll to the bottom of the page and hit Save Changes.

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How to create and use Gmail templates to streamline your workflow
Save your changes to be able to use templates. Devon Delfino

How to create a Gmail template

You can create up to 50 email templates using this method:

1. Create a new email by replying to an email thread or clicking the plus + sign toward the top-left corner of Gmail.

2. Set up the email as you would like the template to appear.

3. Click the three-dot icon, located near the bottom-right corner of the draft and select Templates.

How to create and use Gmail templates to streamline your workflow
Go into the Templates section of the draft menu to create one. Devon Delfino

4. Hover over Save draft as template and click Save as new template.

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How to create and use Gmail templates to streamline your workflow
Save the email as a new template. Devon Delfino

5. Add your template name and hit Save.

Quick tip: To add an existing template to a draft, click the three-dot icon in the draft, then select Templates. From there, click the name of the desired template under Insert templates.

How to edit or overwrite a Gmail template

You can make changes to an existing template:

1. Go into Gmail and click the Compose button to create a new email.

2. Insert the template you want to edit or overwrite and make the desired changes.

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3. Click the three-dot icon in the lower-right corner of the draft window.

4. Select Templates, followed by Save draft as template, and then, under Overwrite template, select the name of the template you want to update.

How to create and use Gmail templates to streamline your workflow
Overwrite the template if you want the changes you've made to be applied. Devon Delfino

5. Hit Save to confirm your choice.

How to delete a Gmail template

1. Go into Gmail and hit Compose.

2. Click the three-dot icon in the draft window.

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3. Hover over Templates, and then Delete template and select the one you want to delete.

How to create and use Gmail templates to streamline your workflow
Select the template you want to delete. Devon Delfino

4. Click Delete in the confirmation message to complete the action.

How to send Gmail templates automatically

1. Open Gmail.

2. Click the Show search options icon, located on the right side of the search box at the top of the screen.

How to create and use Gmail templates to streamline your workflow
Go into the advanced search menu. Devon Delfino

3. Fill out your criteria based on how you want the automatic emails to work.

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How to create and use Gmail templates to streamline your workflow
Add your criteria in the pop-up. Devon Delfino

4. Click Create filter, located at the bottom of the pop-up.

5. Tick the box next to Send template and select the appropriate filter from the drop-down menu.

How to create and use Gmail templates to streamline your workflow
Check the "Send template" box to set up automatic emails that fit your criteria. Devon Delfino

6. Hit Create filter.

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