How to Create, Save, and Manage Email Templates in Gmail

Managing email communication can become overwhelming, especially when sending repetitive responses. Gmail email templates provide a convenient solution, saving you time and ensuring consistency. In this guide, you'll learn how to create, save, and manage email templates in Gmail, making it easy to send custom messages for various needs. Whether you're looking to save an email template in Gmail or manage templates for automated emails, these steps will simplify your workflow.

Why You Should Use Email Templates in Gmail

Email templates in Gmail are invaluable for managing repetitive tasks and maintaining consistent communication. While the average person receives over 100 emails daily, templates save time, ensure professionalism, and streamline workflows. By tailoring pre-written responses to specific scenarios, you can address inquiries quickly and efficiently.

1. Recruiting

In hiring processes, communicating consistent information is critical. Templates streamline emails for interview invitations or rejection letters:

“Dear [Candidate Name],
We appreciate your interest in [Position Name] at [Company]. Unfortunately, we’ve decided to move forward with other candidates. We wish you the best in your career journey.
Best regards,
[HR Team]”

2. Sales and Product Inquiries

Quickly respond to prospective clients asking about products or services with Gmail templates:

“Hi [Name],
Thank you for your inquiry about [Product/Service]. Please find the details below:

• Price: [Price]
• Delivery Time: [Timeframe]
  If you have further questions, don’t hesitate to contact us.
  Best regards,
  [Sales Team]”

3. Meeting Summaries and Follow-Ups

Keep your team or clients updated after a meeting by using pre-drafted follow-ups:

“Hi Team,
Here’s a summary of today’s meeting:

• [Key Points]
  Our next steps include:
• [Next Actions]
  Let me know if there are additional updates to share.
  Best regards,
  [Name]”

4. Payment and Invoice Reminders

When dealing with payments, templates ensure timely and professional communication:

“Dear [Name],
This is a friendly reminder that your invoice [Invoice Number] is due on [Due Date]. Please make the payment at your earliest convenience. Contact us at [Email] if you have questions.
Thank you,
[Your Name]”

5. Partnership Proposals

Sending partnership requests or proposals becomes easier with Gmail templates:

“Hi [Name],
We’re excited about the possibility of collaborating with [Company Name]. Let’s schedule a meeting to discuss opportunities. Please find a proposal attached for your review.
Best regards,
[Your Name]”

How to Make an Email Template in Gmail

Follow these steps to create and use email templates in Gmail:

Step 1: Enable the Templates Feature

• Open Gmail and click on the gear icon (⚙) in the top-right corner.
• Select See all settings from the dropdown menu.
• Navigate to the Advanced tab.
• Find the Templates section and click Enable.
• Scroll down and click Save Changes.

Step 2: Compose a New Email

• Click on the Compose button in Gmail.
• Write the email content you want to save as a template. This can include subject lines, body text, and formatting.

Step 3: Save Your Template

• Click the three-dot menu (⋮) at the bottom-right corner of the email window.
• Hover over Templates and select Save draft as template.
• Click Save as new template and give your template a name.

Step 4: Use a Saved Template

• When composing a new email, click the three-dot menu (⋮).
• Hover over Templates and select the saved template you want to use.
• The template will be inserted into your email draft. You can customize it further before sending.

How to Manage Existing Templates in Gmail

Follow these steps to update, delete, or organize your existing email templates in Gmail:

Step 1: Open Gmail and Access Templates

• Log in to your Gmail account.
• Click the Compose button to open a new email draft.

Step 2: Access the Templates Menu

• In the draft window, click the three-dot menu (⋮) at the bottom-right corner.
• Hover over the Templates option in the dropdown menu.

Step 3: Update an Existing Template

• Compose a new draft or edit an existing one with the desired changes.
• Click the three-dot menu (⋮) again, hover over Templates, and select Save draft as template.
• Choose the template you want to overwrite by clicking on its name.
• Confirm the update when prompted.

Step 4: Delete an Existing Template

• Click the three-dot menu (⋮) in the draft window.
• Hover over Templates and navigate to Delete template.
• Select the template you want to delete from the list.
• Confirm the deletion when prompted.

Also Read:

• How To Create a Gmail Filter

Conclusion

Mastering custom email templates in Gmail empowers you to save time and streamline your communication. By learning how to save email templates in Gmail and effectively managing them, you can enhance productivity and maintain consistency in your emails. Experiment with these tools today to simplify your email processes and focus on what matters most.