Templates in Gmail
If you regularly send the same type of information by email, you may find yourself repeatedly typing the same text or using copy-paste to reuse it.
Google provides a feature called Templates (previously called Canned Responses) that can make this much easier. A Template lets you save commonly used email content and insert that content into a new message whenever you need it.
Templates are particularly useful when you frequently send similar replies, instructions, explanations, or other routine messages but still want to review and personalize the message before sending it.
Before you start: Enable Templates in Gmail
Before you can create or use Templates, you need to enable the Templates feature in Gmail.
Open Gmail in a web browser and go to Gmail Settings. In the Advanced section, locate Templates and enable the feature.
1. Create a Template
Once Templates are enabled, open a new message and compose the content that you want to save for future use.
When the message contains the reusable content you want, open the More options menu in the compose window, choose Templates, and then choose the option to save the current draft as a Template.
Gmail will ask you to provide a name for the Template. Choose a name that will make it easy to recognize later.
After you save it, the Template will be available through the Templates menu whenever you need to insert it into a message.
2. Insert a Template
When you need to use a saved Template, start a new message in Gmail.
Open the More options menu, choose Templates, and select the Template you want to insert.
The saved content will be inserted into the message. You can then edit it as needed before sending.
3. Edit or Overwrite a Template
If you need to change the wording of an existing Template, first insert that Template into a new message and make the necessary changes.
When the revised content is ready, use the More options menu and select Templates. From there, choose the option to save the revised content as the same Template.
Gmail will replace the existing saved content with the revised version.
4. Delete a Template
If you no longer need a Template, you can remove it through the Templates menu.
Open the More options menu, choose Templates, and select the Template you want to delete.
Gmail will ask you to confirm that you want to delete the Template.
Practical ways you can use Gmail Templates
Here are some practical situations in which Gmail Templates can be useful.
When you regularly provide technical help
Imagine that you regularly help friends, family members, or other Gmail users with technical questions.
You may find yourself sending the same explanations repeatedly—for example, instructions for changing a setting, checking something in Gmail, or working through a particular problem.
Instead of rewriting those instructions each time, you can save the reusable explanation as a Template. When someone asks the same type of question, insert the Template into a new message and then add or change the details that apply to that person's particular situation.
When you regularly answer questions about something you know well
Imagine that people regularly ask you questions about a subject, hobby, interest, or personal activity that you know well.
You may often find yourself explaining the same basic information, providing the same background, or pointing people to the same resources.
A Template can give you a starting point for those replies. You can insert the saved explanation and then adapt it to the particular question you have received.
When you regularly provide instructions
Imagine that you frequently send instructions explaining how to do something.
This might involve setting up an application, changing a setting, following a particular process, or finding information.
If the instructions are largely the same each time, saving them as a Template can save you from recreating the explanation whenever someone asks.
When you regularly respond to enquiries about a personal activity
Imagine that people regularly contact you with questions about a personal project, community activity, informal volunteer activity, or something else you are involved in.
You may have a standard explanation, a set of useful links, or other information that you provide to many people.
A Template lets you keep that reusable information ready while still allowing you to personalize the response for each person.
When you regularly send the same type of follow-up
Imagine that you frequently send follow-up messages containing additional information, directions, instructions, reminders, or links.
If the basic structure and wording of those messages are usually the same, you can save that reusable content as a Template.
When you need it, insert the Template and add the details that are relevant to the current conversation.
When you find yourself copying an old email
Imagine that you repeatedly open an old email simply because you want to copy some of its wording into a new message.
That is often a good indication that the reusable part of the message could be saved as a Template instead.
The next time you need the same information, you can insert the Template directly into a new message rather than searching through your old email for the wording.