How to Set Up Email Templates in Gmail

Creating an email template in Gmail saves you time while adding consistency to your email communication. A whopping 86% of professionals list email as their preferred communication channel. The Radicati Group estimates that we sent 281+ billion personal and professional emails per day in 2018. With such high usage, inbox efficiency is becoming more and more crucial as time passes.

For many people, sending email is a main function of their job, and with that comes the need to send the same or similar email time and time again. That’s where email templates come into play. Since Gmail is the second-largest email client globally, let’s go through how to set up email templates in Gmail. It’s important to note that in Gmail, templates are referred to as canned responses, so keep that in mind when setting up templates for the first time.

Creating Email Templates in Gmail

There’s no need to write the same emails all over again, all the time. Simply save your most effective or repetitive patterns as a template so you can insert them with one click instead. Whether you’re a sales rep reaching out to prospects clients or a technician passing on instructions, one-click templates help you get more done in less time and add consistency to exchanges.

You can create more robust and feature-rich templates with the Gmail extension Right inbox. Here’s how.

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:

  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.


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