Email templates in Gmail are quick and easy to set up and can save you time and effort, especially if you frequently send similar messages. Instead of typing the same email over and over, you can create a template and use it whenever you need to.

Why Use Email Templates in Gmail?

• Save Time: Quickly send repetitive emails without retyping the content.
• Ensure Consistency: Maintain uniformity in your emails, especially for business communications.
• Improve Efficiency: Reduce the chances of forgetting important details in your emails.

Here’s how to setup and use email templates in Gmail.

How to Enable Email Templates in Gmail

By default, Gmail has email templates disabled. So, before you begin you’ll need to switch on this feature:

1. Open Gmail and click on the gear icon (⚙️) in the top-right corner.
2. Click on See all settings.
3. Go to the Advanced tab.
4. Find the Templates section and select Enable.
5. Scroll down and click Save Changes.

How to Create an Email Template in Gmail

Once templates are enabled, it’s easy to create a template email:

1. Click on Compose to start a new email.
2. Type the email content you want to save as a template.
3. Click on the three-dot menu (⋮) in the bottom-right corner of the compose window.
4. Hover over Templates > Save draft as template.
5. Click Save as new template.
6. Name your template for easy identification and click Save. The name you choose will become the subject line when you use the template in future.

How to Use an Email Template in Gmail

To use a saved template:

1. Click Compose to start a new email.
2. Click the three-dot menu (⋮) in the bottom-right corner.
3. Hover over Templates and select the template you want to use.
4. The template content will appear in the email body (you can edit it if you want to.) The template name will appear in the subject line.
5. Add the recipient’s email and edit the subject line if you need to, then click Send.

How to Delete or Update a Gmail Template

• To Update: Create a new email with the modified content and save it as a template with the same name.
• To Delete:

1. Open the three-dot menu (⋮) while composing an email.
2. Go to Templates > Delete template.
3. Select the template you want to remove.

Best Practices for Gmail Email Templates

• Keep templates concise and to the point.
• Personalise where possible using placeholders like “Dear [Name],”.
• Review templates periodically to ensure they remain relevant.
• Use your professional email signature for consistency.

Final Thoughts

Gmail’s email template feature is a powerful tool for improving productivity and consistency in your email communications. Whether you’re managing customer support, sales outreach, or daily business correspondence, templates can make your life much easier.

Contact freya@virtualofficeorkney.co.uk if you’d like to save even more time and have me create your email templates in Gmail!

You can read about some of Gmail’s other great features here.