How to create templates for Gmail [2024] 💥

Updated: November 4, 2024 | by: Martijn Assie, creating websites & shops since 20 years, also Linux-, Wordpress-,
Photoshop- and SEO expert. | NL DE

How to create templates for Gmail

Gmail simplifies the process of creating and reusing templates for standard communications, eliminating the need to repeatedly type the same information. I regularly send emails with similar content, and manually typing them each time would significantly reduce my efficiency, especially when facing numerous deadlines.

While I could store these "form" emails in a document, using Gmail templates is a much more efficient solution. Here's a comprehensive guide to creating, using, and managing Gmail templates:

Creating a Gmail Template

To create a new Gmail template:

Open Gmail and click on the "Compose" button to start a new email.
Type the content you wish to include in your template.
Click the three-dot menu icon in the bottom-right corner of the compose window.
Hover over "Templates" and select "Save draft as template" > "Save as new template."
Name your template and click "Save" to store it for future use.

For more detailed instructions, visit Google's Support Page.

Using a Gmail Template

To use an existing Gmail template:

Start composing a new email.
Click the three-dot menu icon and select "Templates."
Choose the template you wish to use from the list.
The template's content will be inserted into your email. Make any necessary adjustments.
Send the email as you normally would.

Managing Gmail Templates

You can edit or delete your templates by:

Clicking the gear icon in Gmail and selecting "See all settings."
Navigating to the "Advanced" tab.
Scrolling down to the "Templates" section.
Here, you can update or remove your saved templates as needed.

Maximizing Efficiency with Gmail Templates

Gmail templates are particularly useful for repetitive emails, such as customer inquiries, meeting invites, or project updates. By leveraging templates, you can quickly send well-crafted messages without starting from scratch each time, enhancing your productivity and maintaining consistent communication standards.

Conclusion

One interesting aspect of Gmail templates is the ability to integrate them with other Google Workspace tools for enhanced functionality. For example, you can use Google Sheets to store data and dynamically insert it into your Gmail templates using Google Apps Script. This allows for personalized mass emails or automated responses based on specific triggers. Additionally, Gmail's recent updates have improved template management, making it easier to organize and access your templates directly from the compose window.

Embracing Gmail templates can significantly streamline your email management process. By investing a little time in setting up templates, you'll reap the benefits of faster, more consistent email communication. Explore various template types to discover the ones that best suit your needs, and integrate them into your daily routine for a more efficient email experience.

To further enhance your Gmail efficiency, consider learning Gmail keyboard shortcuts.