How to Create Gmail Templates

In today’s workplace, email is pivotal in communication and collaboration across departments. Thus, the need for consistent, reusable email templates becomes apparent. If you find yourself repeatedly composing or copying content, mastering how to create Gmail templates is essential.

The steps to create Gmail templates in plain text: Compose an email with your desired content. Click the three dots (More options) at the bottom right of the compose window. Select “Templates” and then “Save draft as a template.” Choose “Save as a new template,” provide a name, and click “Save.”

Read on to learn more about Gmail templates.

What is a Gmail Template?

A Gmail template is a pre-designed email message that can be saved and reused for sending similar messages in the future.

It’s a feature offered by Gmail and is particularly useful for individuals and businesses who frequently send repetitive or standardized emails.

These templates can include text, formatting, images, and even attachments, allowing users to create consistent and professional-looking messages while saving time and effort.

This feature streamlines email communication, improves productivity, and ensures consistent messaging across various interactions.

Step 1: Activate Templates in Your Settings

To begin using templates in Gmail, you must first enable this feature in your account settings. Follow these steps:

Click on the gear icon in your Gmail interface’s top-right corner.
Choose “See all settings” from the drop-down menu.
Navigate to the “Advanced” tab within the settings.
Look for the “Templates” section.
Click “Enable” next to “Templates.”
Save your changes by clicking the button at the bottom of the page.

Once you’ve completed these steps, Gmail will refresh, and you’ll be all set to start utilizing templates for your email messages.

Step 2: Begin Composing Your Message

With templates now active in your account, it’s time to craft your message. The below steps need to be followed:

Compose your message as you typically would, inserting placeholders for names where necessary. These placeholders can be easily customized before sending.
Include all the text and images you want in your template, whether creating a newsletter or a post-purchase thank-you note. Remember to write a subject line. However, leave the recipient fields empty for now, as you’ll fill those in when you use the template.
If you plan to attach a file to your template, save it to Google Drive first. Go to “Insert files using Drive,” where you can either upload a new file or select an existing one from your Drive. This will seamlessly incorporate the attachment into your template.
Take this opportunity to review and refine your email. Ensure there are no errors before saving the template.

Step 3: Save Your Message as a Template

After finalizing your message, follow these steps to save it as a template:

In the bottom-right corner of the screen, click on the three dots to access a menu.
From the menu, choose “Templates.”
In the “Insert template” box, select “Save draft as a template.”
In the pop-up window, click “Save as a new template.”
You’ll be prompted to provide a name for your template. Choose a descriptive name that will help you easily identify it later.
Finally, click the “Save” button to store your message as a template for future use.

Your Gmail template is now securely saved and ready for use whenever you need to send a comparable message.

Remember that templates are exclusive to the account where you generate them. You must create distinct templates for each account if you have a personal and a work Gmail account.

Step 4: Sending Your Email Template

With your template saved, sending it is a breeze. Here’s how:

Begin by clicking “Compose” once more. This will open a new email draft.
Locate the three dots in the lower-right corner of your Gmail screen and click on them. From the menu, select “Templates.”
Choose the desired template from the list and its content will be automatically inserted into your new email.
Customize the placeholders for names and add your recipients as needed. Once you’re content with the message, click “Send.”

Congratulations! You’ve successfully created and dispatched your email template.

What are the Benefits of Gmail Templates?

Gmail email templates are the foundational structures for electronic messages that can be completed with personalized content or sent as-is. These templates offer several advantages:

Reduced Composition Time

Email templates are especially valuable for organizations seeking to expedite responses.

Team members can effortlessly insert templates into their emails, eliminating the need to craft new messages. This adjustment capability allows senders to tailor the content as required, ultimately reducing the time spent composing emails.

Templates are particularly beneficial for addressing frequently asked questions, as these responses can be time-consuming to write from scratch.

Guaranteed Brand Consistency and Tone

Templates are crucial in maintaining a unified tone and message across the organization. Consistency in communication is vital, as it reinforces the brand’s identity.

Without templates, variations in responses from different team members can erode brand consistency and potentially harm customer relationships.

Templates guide team members to utilize consistent information, preventing deviations in tone and content.

Encouragement of Team Collaboration

Admins can create Gmail email templates and share them with their teams, promoting more efficient customer interactions.

While Gmail itself may not offer native template-sharing features, various Gmail extensions provide robust solutions for teams of all sizes to collaborate effectively using these templates.

What Are the Constraints of Gmail Templates?

While creating templates in Gmail is a straightforward process, they are most suited for basic sales emails without elaborate design elements.

Gmail has its limitations, particularly when it comes to:

Lack of Personalization

Gmail templates require manual input for personalization. Each recipient’s details must be added individually, limiting automation and efficiency.

No Tracking

Gmail lacks built-in tracking capabilities, making it impossible to monitor the performance of your email campaigns. You won’t know how many recipients opened or clicked on your emails.

For in-depth analytics and engagement insights, dedicated email tools like Publicate are advisable.

No HTML Support

Gmail doesn’t permit the creation of HTML-rich emails within its message body. While workarounds exist, they often involve additional effort, counter to the goal of saving time and streamlining email communication.

FAQ

Can I edit or delete a Gmail template?

Yes, you can edit or delete a Gmail template. To edit a template, open it, make changes, and save it again. To delete a template, go to the “Templates” section in Gmail settings, select the template you want to remove and click “Delete.”

Does Gmail have free email templates?

Gmail offers some basic email templates for free, primarily for tasks like scheduling meetings and sending simple messages. However, for more extensive and professionally designed templates, you should use third-party email template services or create custom templates in Gmail. Please verify the current offerings, as they may have changed since then.

Conclusion

Creating a variety of templates for any occasion is now a breeze. Gmail’s email templates are a time-saving solution that can be set up swiftly, allowing you to streamline your email tasks and boost productivity.