How to Set Up Email Templates in Gmail

Did you know that 4.3 billion people use email every day? That breaks down to a lot of sent emails, especially if you work online or communicate via Gmail in any capacity.

It’s important to save time and be efficient when working, so you can increase your hourly rate and have more time for what you love such as passions outside of work.

So in this article, let’s explore how to create templates for Gmail. That way, you don’t need to waste time sending the same email over and over again — and you can spend time where it truly matters most.

Creating Email Templates in Gmail

It’s time-consuming to create the same or similar email every time you want to send it out to a new person. Instead, there’s a better way.

With Right Inbox, you can simply create a template one time and reuse it forever. This is how you take your email tasks from mundane to scalable in a few minutes.

Whether you’re a marketing professional, sales rep, or customer service agent, these one-click templates make your life easier.

Let’s take a look at how to create detailed templates for Gmail using Right Inbox:

Step 1. Make sure you have Right Inbox installed. You can do that here.

Step 2. Open up your Gmail compose window and select Template.

Step 3. Rename your template by clicking the Edit button.

Step 4. Add in your first template. If you have tried-and-trusted email templates already, then copy and paste them and drop them in. If you don’t have any templates don’t worry, we’ve already put some pre-made email templates together for you.

Step 5. Click Save.

Step 6. You now need to add more templates into Right Inbox. Return to the Gmail compose window and choose Templates again. You’ll now be able to click on Manage Templates.

Step 7. You can now return to Step 3 in this process and add your next template.


Using Your Email Templates in Right Inbox

Step 1. Open up the Gmail Compose window.

Step 2. Make sure you’ve decided which template you want to use as your default – don’t worry, this can always be changed in the future.

Step 3. To insert your default template into the email, simply click the Template button, and the template will be added to the body of the email.

Step 4. To choose one of your non-default email templates, you need to click the drop-down and select the template that you want – a check mark will appear alongside it.

Return to the Template button, click it, and the chosen template will be applied to the body of the email.

How to Set Up Canned Responses (Templates) in Gmail:

There are only so many types of conversations you will have with your professional contacts, team, and customers. Using canned responses allows you to save common types of replies to common questions, concerns, or events in your work.

For instance, you can use canned responses to automate follow up emails after sales calls, answer customer questions, and send proposals to potential business partners.

  1. Go to the top of your Gmail inbox, then click the settings gear icon. From the drop-down menu select ‘Settings’:

  1. Select ‘Advanced’ from the top menu, then locate ‘Canned Responses (Templates)’ and select ‘Enable’:

Remember to hit ‘Save Changes’ at the bottom of your screen before moving on to the next step.

  1. Since canned responses are now enabled, you can proceed to create a new email by clicking on the ‘Compose’ button located in the top left corner of your inbox:

  1. To create your first template, begin typing the desired email message you’d like to save and reuse. As soon as you’re finished, click the three dots in the email window to bring up the email options, select ‘Canned Responses’, and then ‘New canned response’:

  1. Next, a window will appear prompting you to name your canned response. Type in the desired canned response name and select ‘OK’. Don’t worry too much about the name – you can always change it later:

  1. The next time you’re ready to use a saved email template, click ‘Compose’ again to start a new email. From there, click the three dots in the email window to bring up the email options and select ‘Canned Responses’, then choose the desired template:

The templates you create aren’t static, so feel free to customize them each time. To do so, simply start editing the email template. Adjust the recipient name, body content, switch up greetings or salutations, and swap out any other vital information to make the email more personal.

Why Use Email Templates in Gmail?

To Save Time

According to a Smart Insights survey, the State of Email Workflows, it takes marketers two days to complete one email campaign from start to finish. A big portion of this time is taken up designing the layout of each email – a job instantly taken care of with pre-saved templates.

If you find yourself regularly sending the same types of emails, like expense reminders, or having to send the same reply to multiple emails, you’ll also save time by pulling up a template rather than drafting each one from scratch.

To Maintain Consistency

Brands who ignore marketing consistency are seriously underestimating its importance – brand consistency across all platforms can increase revenue by up to 23%.

Thanks to Gmail templates, you can build your brand into your email template – including the color scheme, logo, and font – and reuse the same template every time you send out an email to your list. The result: a branded email your subscribers will begin to recognize.

To Save Money

There are plenty of external email marketing tools out there, all at varying price points. When you’re on a tight budget or only have modest email requirements, then it doesn’t necessarily make sense to invest time and money on new email marketing software.

Using Templates and Email Tracking For Maximum Productivity

To take your email templates to the next level, you can use templates in conjunction with Right Inbox’s email tracking feature.

If you have a paid Right Inbox account, you will be able to gather valuable data from its email tracking, such as:

  • When your emails are opened
  • What time they were opened
  • What devices your recipients opened them on
  • The location of the email open and the connected IP address
  • Any links that are clicked on within the body of the email

Using the two features together will enable you to make data-based decisions about which templates perform better and how to optimize them going forward.

How to Set Up Email Templates in Gmail — Frequently Asked Questions (FAQ)

Can you create email templates in Gmail?

Yes! Right Inbox makes it easy and fast to create feature-rich templates for Gmail that you can send out again and again with just a few seconds of work.

Can I create different categories of templates for Gmail in Right Inbox?

Yes, just to go to Settings and then Templates in Right Inbox and assign a new category for your specific templates.

What’s the advantage of using templates in Gmail?

Time is money. Using templates with an app like RIght Inbox allows you to save crucial time so you can get more important, high leverage work done throughout the day. It also minimizes human error when typing the same thing over again.

Can I create templates using standard Gmail?

While you can create basic templates in Gmail, you’ll miss a lot of key features. A specialized app like Right Inbox lets you create additional notes, reminders, and even see if your emails have been opened — it just takes a few clicks to set up.


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