How to Create Email Templates in Gmail đ§
A step-by-step guide for saving time (and energy!) with email templates
If you spend a significant amount of your day on email (who doesnât?!), setting up email templates can save you a lot of time and mental bandwidth. And they take just a couple minutes to set up!
But what is an email template? Essentially, an email template gives you the ability to pre-write content, and then add it to the body of your email anytime with the simple click of a button! Gmail, especially, makes this really simple.
Before jumping into it, take a minute to think about the emails you find yourself writing over and over again. What steps, links, or other information are you constantly tracking down? THOSE are ideal candidates for email templates. You can also take a quick peek through your âsentâ folder for inspiration if nothing jumps to mind.
Not sure what templates youâd create? If you are an employee or manager at a traditional 9-5, you might want to create these:
Frameworks or rough outlines for emails you send frequently (like meeting notes, agendas, feedback requests, etc.).
How to schedule a meeting with you, with a link to Calendly or a similar scheduling service.
A link to an SOP document hosted on Google Drive (or similar) that has common solutions or tutorials.
An email letting them know that their request is outside your scope of work, with a list of teammates and their roles/contact info.
Emails for recurring events (like exit interviews, annual reviews, one-on-ones, etc.)/
If youâre a product or service-based business owner or freelancer, here are 5 ideas for email templates that might be helpful:
Information on your return policy, refund policy, shipping policy, etc.
Your opening hours and address of your location.
How to access product tutorials, complete with links to videos or step-by-step guides.
How to update payment information (for when you get those âpayment failedâ alerts!).
A short email with introductory information and a link to your pricing guide (or portfolio, wholesale catalog, etc.).
When youâre ready to set âem up, my step-by-step guide + video tutorial are here to help:
First, Enable Templates in Gmail:
Click on the gear icon in the top right of your Gmail inbox.
Click on "see all settings"
Navigate to the tab near near the right for "Advanced"
Scroll down to "templates".
Ensure "enabled is selected".
Click "save changes" and go back to your inbox.
How to Create an Email Template in Gmail:
From your Gmail inbox, click compose.
Set up the email exactly how you'd like your template to look. Include formatting that makes you email more readable, such as bold, italics, or colored text. You can also add emojis or hyperlinks to files or websites.
Once you have it set up the way you want it, click the three dots in the bottom left of your email composition window.
Select "templates."
Select "save draft as template."
"Select "save draft as new template."
Name your template and click save.
How to Use an Email Template in Gmail:
When composing or replying to an email in Gmail, simply click on the three-dot icon in the bottom left to access your Templates.
Select the template you need from the list. It will then add that content to the body of your email automatically.
Customize it as needed and send. I recommend adding a couple personal touches so it doesnât feel too âcannedâ.
See these steps in action in the short (3:49) video below:
How to Edit an Email Template in Gmail:
Follow the steps above to access your existing template.
Make the necessary edits and adjustments to the content.
Click on the three-dot icon on the bottom left.
Select "templates"
Select "save draft as template."
Select the existing template from the list, and when the pop-up asks if you'd like to override the existing version, click yes.
How to Delete an Email Template in Gmail:
Click on the three-dot icon in the bottom left of the email composition window.
Select "templates" from the menu.
Scroll to the bottom of the list and choose "Delete Template."
Choose the template you'd like to delete and confirm.
Are there any emails you popped into a template and have found SUPER helpful? I love hearing what types of templates work for people in different industries and rolls đ Share it below (click the đŹ icon if youâre in email).
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Here are some templates Iâve built as an academic:
1. Response to prospective doc students
2. Mental health resources at my university to pass to students
3. Saying no to a research opportunity gracefully
4. This one is more seasonal, but late add student to dos for each of my classes (depends on how much they missed)
I also have some equivalencies in canvas - things that could be emails but Iâve set up as pages, assignments, or course policies - I only teach grad students so your mileage may vary:
1. Calendly instead of hosting office hours
2. You donât ever need to ask for an extension of less than 24 hours - I call it an automatic grace period (Donât email me at 12:03 that you submitted late! I donât care!)
3. Missed class make-ups (for most class sessions, I allow people to review materials and submit a short reflection on the content to get attendance credit back)