Sunday , August 7 2022

How to set up and use email templates in Gmail

If you, like me, keep typing the same email or copying and pasting the same message multiple times, Gmail offers you an easier option. By creating and saving email templates, you can insert them the next time you compose a message and save time.

You can save up to 50 templates at a time, so you can easily create different templates for different situations. Here's how.

Create an email template:

  • Click the gear icon in the top right corner of your screen.
  • Select "Show all settings".
  • Open the "Advanced" tab.
  • Scroll down to "Templates" and choose "Enable".

Make sure you have selected "Enable" under "Templates".

  • Click "Save Changes" at the bottom of the menu.
  • This will take you back to your inbox. Click the "Compose" button.
  • Start designing your template now. When you're ready to save, click the three dots in the lower right corner of the window.
  • Select "Template" from the options.
  • Click "Save draft as template".
  • Click "Save as New Template".

Template options

After you have written a message, you can save it as a template.

  • In the window that appears, enter a name for your template. This name will appear as the subject line in your email. Click on "Save".

Enter a new window with the template name

Name your template so that you can easily retrieve it later.

  • If you want to make changes to a template, you have to overwrite it. Write a corrected email and after clicking "Save draft as template" under "Overwrite template" click on the name of the template you want to change.

Template options in Compose

You can overwrite a template if you want to edit or change it.

  • Click "Save" in the pop-up window.

Overwrite saved template window

Confirm the changes by clicking "Save" in the pop-up window.

  • To delete a template, click "Delete template" under the "Templates" options. Click "Delete" in the pop-up window.

Template options in compose

You can delete templates using the template options in the build view.

Use a saved template

  • Click "Compose" to start a new message.
  • Open "Templates".
  • Choose the template.

Template options in compose

Insert a saved template by going to template options when writing a new message.

  • This template will now appear as your new message and you can edit it before sending it.
  • Click Submit when you're ready!

Send templates automatically

You can set up filters that automatically send a specific template as a response when certain emails arrive. To do this, you create a filter that specifies which emails you want to address and then assigns a specific template. Here's how:

  • Click the down arrow in the search bar at the top of the screen.
  • Fill in the fields. For example, if you want this template to be automatically sent to emails from specific contacts, enter those contacts in the "From" field. If you want it to be sent to someone whose email asked you to subscribe, type the word "subscribe" in the "Has the words" field.
  • Click on "Create filter".

Filter options

Use the search bar to set a template to send automatically.

  • Check the box next to "Submit template." Click "Choose a template" and choose the template you want from the drop-down menu.

Filter options

You can choose which template will be sent automatically.

  • Click on "Create filter".

About Darrel Hodges

Darrel Hodges works as a computer technician at a technology company.

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