How to set up Gmail templates and some practical uses

Edgar Cervantes / Android Authority

If you send a lot of emails every day, e.g. for work purposes, you may have realized that you are writing the same thing over and over again to different people. Whether it’s a standard job application letter, a confirmation that you’ve received something, or a request that you’ll send out to dozens of people, you simply will not write it over and over again. That’s why Gmail templates are one of the best inventions ever. It saves you time and a lot of effort. How to set up Gmail templates.

Read more: How to add or change a signature in Gmail

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On the Gmail desktop, templates are an add-on that can be enabled in the Advanced section of Gmail settings. Once enabled, go to a new email window and type what you want to save as a template. Then click on the three vertical dots at the bottom, select Templates–> Save draft as template–> Save as new template. Give it a name and save.


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How to set up Gmail (desktop) templates

Templates used to be known as Canned Responses, and started life as an accessory in the now defunct Gmail Labs. It’s still an optional enhancement, but you should now turn it on in the Advanced section of Gmail settings.

gmail add-ons

When you do, reload your Gmail and then open a new email window. If you click on the three vertical dots at the bottom, you will now see a new option called Templates.

possibility of gmail templates

To create a new template, start typing in the email window what you want to save as a reusable template. When the text is ready, click on the three vertical dots and then go to Templates–> Save draft as template–> Save as new template.

save Gmail template

You will be prompted to name the Gmail template. Keep it simple, short and memorable. So once you’ve saved it, you’ll find it below Templates–> Insert template.

To delete a Gmail template, go to Templates–> Delete template. Select the one you want to delete and confirm.

To edit a Gmail template, place the existing template in a new email window and make the necessary changes to the text. So go to Templates–> Save draft as template–> Overwrite template, and select the one you want to overwrite.

Some handy applications for Gmail templates

You may be wondering what you can use these templates for. Here are some practical applications.

  • A job application letter. If you are sending out dozens of applications, use the template each time and adjust where necessary for each employer.
  • An automatic signature. Gmail already offers an automatic signature feature, but you can instead have a signature saved as a template and drop it in when needed.
  • A standard confirmation. If you have a habit of receiving the same thing over and over again from people (e.g., application forms, frequently asked questions, and so on), you can create a default response template.

Read more: How to create a mailing list in Gmail

Frequently asked questions

Is Gmail Templates Accessing the Gmail Mobile App?

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