If there’s one tool you can use to speed up email creation, it’s a template. When you’re writing the same email over and over again, you can set up a reusable Gmail template to save time. Then, just swap out small details, like names and dates, as needed. There are two ways to create and use templates in Gmail: one is available to everyone, and the other is available to Google Workspace users. Let’s take a look at how to work with both.
advice: Speed up your email routine by enabling and using Gmail keyboard shortcuts.
How to create a Gmail template for recurring messages
You can set a template for thank you messages or weekly updates. You can also create a template to use as an autoresponder for customers, clients, or co-workers.
Enable templates in Gmail
Before you can create a template, you need to enable the feature in your Gmail settings. turned to the Gmail websiteSign in and follow these steps.
- Select the “Settings” (gear) icon in the upper left corner and select “See all settings”.
- Go to the “Advanced” tab, and check the “Enable” option next to “Templates”.
- Click “Save Changes” at the bottom, then return to your inbox to set up a template.
advice: Check out how to automate Gmail replies using a template, along with other similar suggestions, in our Automations to Increase Your Daily Productivity guide.
Create a template in Gmail
To create a Gmail template, type the message you want to use, then save the template to reuse it later.
- Select “Write” on the top left to open a new email window. You may need to open the menu using the “Show Main Menu” icon (three lines) on the top left.
- Enter the subject, message, and optionally the recipients, keeping in mind the following:
- If you automatically add an email signature to outgoing messages, you may want to remove it from the template. Otherwise, the signature will be duplicated.
- If you add recipients, they will be added automatically when you use the template, although you can edit them.
- When you’re ready to save the template, click the “More options” icon (three dots) at the bottom.
- Move the cursor to “Templates -> Save Draft as Template”, then select “Save as New Template”.
- Give your new template a name and click “Save”.
Send the email you entered, or just close the writing window.
How to create a Gmail template for marketing messages
If you use Gmail to market your business, take advantage of the built-in feature called Layouts for your template. Layouts include call to action, plain text, announcement, newsletter, new service and referral marketing style.
You can customize the layouts with a default style, add a layout and make your own edits before saving it as a template.
Note: As of this writing, you must Sign up for one of these Google Workspace plans To use Layouts: Workspace Individual; Business Standard or Plus; Enterprise Starter, Standard or Plus; or Education Standard or Plus.
advice: You can save even more time by partially automating your Gmail inbox with Google Scripts.
Preview the layouts
When you’re ready to use one of the layouts, open a new email window using the “compose” button on the top left.
- Click the “Select Layout” (Grid) icon at the bottom of the writing window.
- Select a layout option to preview it on the right. To change the style, skip to the next section. Otherwise, click “Add”.
Adjust the default style
If you plan to use different layouts, you may want to adjust the default styles. This includes adding a logo, changing the color scheme, using a footer, and including links, all related to your business.
- Open the layout options as described above, then click on “Default Style” to adjust the following items.
- Logo, colors and fonts: Upload a logo, choose a color palette or choose a new font style.
- Footer details: Add your business name, contact information or disclaimer in the footer of each layout.
- Links: Select and add links to use in layouts. Add an email address, web address or links to your social media sites.
- Click “Save Changes”.
Edit the message
After you add a layout and before you save it as a template, you’ll likely want to make changes, because layouts include placeholder text that you’ll want to edit. You can also make changes to the layout elements, whether you’ve changed the default style or not.
- With the layout in the compose email window, select an element to see the available actions. For the header and other images, change the image, edit the alt text, add a link, or remove the header.
- For buttons, you can preview or change the link, or remove the button entirely.
- For text boxes, select the placeholder text, and replace it with your text. Alternatively, remove the section.
- You may also want to add the subject line so the message is ready to go, waiting for your recipients or mailing list.
When you’re happy with the final message, you can save it as a template and reuse it at any time, as well as make minor adjustments before sending it.
Save the layout as a template
Save this layout template just like the base template. Follow steps 3 through 5 of these instructions, then send the email, or simply close the compose email window.
Note: Before you go on vacation, be sure to set up your Gmail out-of-office autoresponder.
Use the Gmail template
Once you save a template, whether it’s a basic template or a marketing message, you can insert it into a new email with just a few clicks.
- Select “Write” on the top left to open a new email window.
- Click the “More Options” icon at the bottom.
- Move the cursor to “Templates” and select the name of the template under “Add Template”.
- With your template in the email window, add or edit recipients and make any changes you want to the subject line or message.
Edit a Gmail template
You can make changes to the template you saved, then simply re-save the template.
- Open the template in a new email as described above.
- Make your changes and click the “More options” icon. Go to “Templates -> Save Draft as Template”, and select the name of the template under “Change Template”.
- Confirm this action by clicking “Save”.
Delete a Gmail template
Follow these steps to delete a Gmail template you no longer need:
- Open a new message, but instead of inserting the template, open the “Write” window.
- Move the cursor to “Templates -> Delete Template”, and select the name of the template under “Delete Template”.
- Confirm this action by clicking “Delete” in the pop-up window.
Common questions
Why don’t I have a template option in Gmail?
To show the template option, turn on the “Template” setting in Gmail, as shown earlier. If you have a supported Google Workspace account and don’t see the layouts option, contact your workspace administrator.
Can I use templates in the Gmail mobile app?
As of this writing, Templates are only available on the Gmail website, not the mobile app. A possible alternative is to create and insert an email template on the Gmail website, then save it as a draft. (Write and close the message without sending it.) Open the Drafts folder in the Gmail mobile app, and edit or send the email from there.
Can I create and use templates in Microsoft Outlook as well?
If you use Outlook in addition to Gmail, you can use templates with this application as well. This allows you to save time, no matter which application you use.
Check out our complete guide on using templates in Microsoft Outlook.
Image credit: Pixabay. All screenshots by Sandy Writtenhouse.
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