How to Create Email Templates in Gmail

Writing the same email repeatedly can be time-consuming and inefficient, especially if you’re managing tasks like sending reminders, follow-ups, or business proposals. Fortunately, Gmail offers a feature that lets you create and save email templates for quick and easy use. Once set up, email templates allow you to send standardized messages with just a few clicks, saving you time and effort.

In this guide, we’ll explain how to create, manage, and use email templates in Gmail. Plus, we’ll introduce BetterMerge, a powerful mail merge add-on for Gmail and Google Sheets that can help you send personalized bulk emails efficiently.

Why Use Email Templates in Gmail?

Email templates are great for any repetitive communication. Here are some common scenarios where templates are useful:

• Sending sales proposals or outreach emails.
• Responding to customer support requests.
• Following up after meetings or interviews.
• Sending reminders for tasks or payments.
• Managing newsletter campaigns.

Gmail’s template feature ensures that you don’t need to rewrite the same message each time, allowing you to stay organized and efficient.

How to Enable Email Templates in Gmail

Before you can create email templates, you’ll need to enable the feature in your Gmail settings.

Step 1: Open Gmail Settings

• Log in to your Gmail account and click on the gear icon in the top right corner.
• From the dropdown, click “See all settings”.

Step 2: Navigate to the “Advanced” Tab

• Once you’re in the settings menu, navigate to the “Advanced” tab.
• Look for the “Templates” option and click “Enable”.

Step 3: Save Changes

• After enabling templates, scroll to the bottom of the page and click “Save Changes”.
• The template feature is now enabled, and you can start creating templates!

How to Create Email Templates in Gmail

Now that templates are enabled, you can create your first template.

Step 1: Compose a New Email

• Click the “Compose” button in the top left to open a new email draft.
• Write the content you want to save as a template. You can include text, links, images, and even attachments (though attachments will need to be added manually when using the template).

Step 2: Save Your Email as a Template

• Once you’ve written the email, click the three-dot menu in the bottom-right corner of the compose window.
• Hover over the “Templates” option, and then click “Save draft as template” > “Save as new template”.

Step 3: Name Your Template

• A pop-up will appear asking you to name your template. Choose a name that reflects the content (e.g., “Sales Follow-Up” or “Weekly Newsletter”).
• Click “Save”, and your email is now saved as a template.

How to Use Email Templates in Gmail

Now that you’ve created an email template, here’s how to use it.

Step 1: Open the Compose Window

• When you’re ready to use the template, click the “Compose” button to start a new email.

Step 2: Insert Your Template

• In the compose window, click the three-dot menu in the bottom-right corner, hover over “Templates”, and then choose the template you want to use from the list.
• The content from your saved template will automatically populate the email.

Step 3: Customize and Send

• Once the template is inserted, you can customize the email if necessary (e.g., adding the recipient’s name or personal details).
• Click “Send” when ready.

Managing and Deleting Gmail Templates

Gmail makes it easy to update or delete your existing templates.

Step 1: Update an Existing Template

• To update a template, write the new version in the “Compose” window.
• Click the three-dot menu, hover over “Templates”, and click “Save draft as template”.
• Under the “Overwrite Template” section, select the template you want to replace with the updated content.

Step 2: Delete a Template

• If you no longer need a template, click on the three-dot menu, hover over “Templates”, and click “Delete template”.
• Select the template you want to delete, and it will be removed from your saved templates.

Benefits of Using Email Templates in Gmail

• Efficiency: Save time by automating repetitive emails.
• Consistency: Ensure that important information is conveyed consistently.
• Professionalism: Respond to clients, customers, and colleagues quickly and with well-written, pre-approved messages.
• Customization: You can always tweak the templates to add a personal touch before sending them.

Frequently Asked Questions (FAQs)

1. Can I use templates in the Gmail mobile app?

Unfortunately, Gmail does not currently support email templates in its mobile app. However, you can access and use templates on the desktop version of Gmail.

2. Can I add attachments to email templates?

While Gmail allows you to save text, links, and images in templates, attachments are not saved with the template. You’ll need to manually add attachments each time you use the template.

3. Is there a limit to how many templates I can create in Gmail?

There is no official limit to the number of templates you can create in Gmail. You can organize and create as many templates as you need.

4. How do I share email templates with my team?

Gmail does not have a built-in feature for sharing templates directly. However, you can copy and paste the template content into a shared document or email, and your team members can save it as their own template.

Boost Your Bulk Emails with BetterMerge

If you’re managing large volumes of emails or conducting email campaigns, you’ll benefit from using BetterMerge. BetterMerge is a powerful mail merge add-on for Gmail and Google Sheets that lets you personalize and send bulk emails easily. You can create a single template and customize each email with personalized fields like names, dates, and other details.

With BetterMerge, not only can you create and send templates, but you can also schedule your emails, making it perfect for marketing, sales follow-ups, and other bulk communications. The combination of Gmail’s template feature and BetterMerge’s personalization capabilities creates an unbeatable email workflow.

Conclusion

Gmail’s email template feature is a simple yet effective tool for anyone who frequently sends repetitive messages. By enabling and creating templates, you can save time, maintain consistency, and stay professional in your communications. Whether you’re handling customer inquiries, sending out newsletters, or following up on sales leads, email templates will streamline your process.

For even greater efficiency, consider using BetterMerge for bulk email personalization. With BetterMerge, you can combine the power of Gmail templates with mail merge functionality, creating a highly efficient email system that works for you. Start using templates today and see how much time you save!