How to create email templates and canned responses in Gmail
Learn how to create an email template in Gmail which you can use to create standard templates or canned responses to emails.
If you find yourself sending the same messages out time and time again, using email templates in Gmail can be a great time saving hack that helps you to get more done and spend less time in your inbox.
I’ll also explain how to manage to update any stored templates.
🕔 Key Moments
00:00 | Intro
00:59 | Turn on the Templates feature in Gmail
02:09 | Create a template email in Gmail
04:00 | Send an email using a template in Gmail
04:45 | How to use templates for canned responses
05:45 | How to modify and delete a template in Gmail
07:15 | Wrap up
🔎 Useful links
See more info on how to create templates in Gmail in this article from the Google Support Center ‘Create email templates’
https://support.google.com/a/users/an...
✅ Links referenced in this video
Once logged into Google, Gmail can be found at https://mail.google.com/
https://myaccount.google.com/dashboard
Check out this Woggle Guide on how to use Gmail’s Smart Compose feature “Gmail Email Formatting & Smart Compose” - • Gmail Email Formatting & Smart Compos...
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🎵 Attribution
Music from the wonderful BenSound: https://www.bensound.com/royalty-free...
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TRANSCRIPT
Turn on the Templates feature in Gmail
The email templates features isn’t turned on by default in Gmail
Before we can use it, we need to enable it.
To do that, let’s move to the top right of our inbox.
If I hover over this Cog icon, you can see its labelled Settings.
This is where the detailed settings for Gmail are stored.
If I click on that, it opens a Quick Settings panel, but I want to dive into the next level of settings for Gmail so I’m going to click on the ‘See all settings’ button.
This opens a page with a number of different sections
and a lot of information on it.
But the only area we’re interested in is the Advanced section.
Let’s click on that.
There are a number of hidden options on this page.
The one we want to focus on today is templates.
To turn it on in Gmail, let’s choose the enable option in that row.
And you MUST also remember to click the Save button at the bottom of this page in order to confirm that change.
Create a template email in Gmail
I’ll start by clicking on the ‘Compose an email’ icon in the top left of our inbox which opens a new email window.
I’m going to write a template email that I want to send to the members of the Woggle Spy network for their annual review.
Let’s create that template quickly.
You can add most of the usual formatting features to your template email that you would normally use such as text formatting. links and images as well as including any email signatures you have created.
I’ve also underlined those words in the email I think I may want to update when I sent it to different people,
It’s also worth noting though that whilst you can attach documents to the original template they won’t be saved and you will need to add them again to any new mails you send out using this template.
Once we are happy with the email, to save it as a template in Gmail
Lets click on the ‘3 dots’ icon which has a number of options behind it.
Because we enabled templates, you see there is now an option shown for it so lets scroll up to that
And you’ll see an option is then shown to Save draft as template
Let’s move our mouse pointer onto that
And that displays a further option - ‘Save as new template’
Let’s click on that.
We’re then asked to confirm the name of the template - by default Gmail uses the subject you gave the template, but you can change or modify that by clicking into it.
Once you’ve made any changes you want to make, click on ‘Save’ to create and store your template email.
Send an email using a template in Gmail
I’ll now move on to show you how to send an email using the template we’ve just created.
As always to write an email, let’s start by clicking on the Compose icon in the top left of the inbox. A new email window opens.
To add in our template email, lets click on the 3 dots at bottom of the compose window which displays more options.
From the list shown, let’s scroll up to Templates.
And you see that the template we created earlier ‘Secret Annual Review’ is shown
To insert that template, let’s move our mouse to the template and click it once.
The template is then added to your email.
To send that email, I then just need to add the recipients email address, their name and the time of the review.
Once you're happy with it, click the large blue Send button.
#template #emailtemplate
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