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For many, creating a clone or copy of draft emails is a necessary part of their job. Fortunately, this is possible using email templates, a feature that is already built into Gmail.
Whether you’re trying to create a generic email for automatic responses to inquiries and payments or just looking for a shortcut on your email response time, Gmail has what you’re looking for. In this article, we’ll help you get started creating your own email templates on most major devices.
Email Templates
Email templates are a lifesaver for all small business owners or those who say the same things in the same type of emails. I have used them since I started my own business and they have saved me hundreds of hours over the years.
Email templates can also make you look more professional. You can respond faster and a simple “Thank you for your email, one of our team will contact you directly within 24 hours” can make the customer feel valued. Considering how easy it is to do, I highly recommend using it.
Create email templates in Gmail on PC
Gmail calls Stored Responses templates, and you must enable the feature before you can use them. Once this is done, you can create as many email templates as you like.
- Open Gmail and sign in.
- Now, select the Settings gear menu icon at the top right of the screen.
- Then click See all settings.
- Now click Advanced.
- Then, if it isn’t already, select Allow for Templates and click Save Changes.
- Once Gmail has reloaded, click To compose.
- Enter the text you want for your template and then click Further (the three vertical points).
- Then click Templates > Save draft as template > Save as new template.
- Finally, give your template a name and select Save.
Create email templates in Gmail on Android
Just like on PC, you can create a template on your Android device.
- Open the Gmail app and click To compose button.
- Now, type your email and click on the Further (the three vertical points).
- Select Save draft in the dropdown menu.
Create email templates in Gmail on an iPhone
You’ll need to install an app like Email Templates to work with Gmail or use the built-in Notes app to create email templates.
- Open the Gmail app, scroll down and click To compose (the paper and pen icon).
- If you installed Email Templates, click the ellipsis (three horizontal dots) and select Insert from cloudHQ Templates.
Alternatively, you can create the template using your Notes app.
- From the created email template, click the icon in the top right corner of your screen and select the Gmail app.
- The note should now load in the body of the email.
Using your email template
Now that you’ve created your email template, it’s time to use it. When you get your first opportunity to use the template, do this:
- Open Gmail and click To compose.
- Now click Further.
- Then go to Templates > Insert Template and choose your email template.
- Then edit as necessary and click Send.
You can also do the same using Reply.
Using your email template for autoresponders
Taking the email template a step further, how about setting a default response as an automatic reply to an incoming email? You’ll have to keep your default response generic, but it’s a great way to acknowledge requests or queries and build a good relationship with your customer.
- Click the icon in the search bar at the top of the screen.
- Now, enter your search criteria and select Create filter.
- Then click the check box to Send templateselect the template you want to send and then click Create filter again.
Now, whenever the filter criteria are met, Gmail will send its default response automatically. This is ideal for recognition or updates and can be set to trigger in several ways. It’s impossible for me to list them all here, but you’ll recognize a pattern in your emails that you can use. For example, all emails are sent to your “sales@” email address or to any email containing the word “Order”. You get the idea.
