Gmail templates are one of the easiest ways to save time when you send similar emails repeatedly. Whether you’re confirming meetings, following up with clients, or replying to common questions, templates let you compose once and reuse indefinitely. The feature lives right inside Gmail’s settings and takes just a few clicks to set up.
Here, you’ll see how to create, save, edit, and manage Gmail templates (formerly called Canned Responses) to make repetitive emails faster and more consistent, along with how to automate them with filters and keep every message clear, polished, and personal.
Why Gmail templates matter for productivity
According to McKinsey research, professionals spend 28% of their workweek managing email. Tools like Gmail templates help reclaim part of that time by reducing repetitive writing. Using templates, like those in Gmail, could halve that time.
For businesses, this efficiency translates into faster response times, fewer mistakes, and a more consistent voice across teams.
If you lead a team, consider standardizing a few shared templates, even if teammates have to save them individually. This keeps your organization’s tone, information, and process uniform.
How to enable templates in Gmail
Before you can create templates, you need to enable them. The option is available in Gmail’s Advanced settings:
- Open Gmail and click the gear icon in the top-right corner.
- Select See all settings.
- Navigate to the Advanced tab.
- Find Templates and click Enable.
- Scroll down and click Save Changes.
Once you save, Gmail reloads to activate the feature. You’ll then see “Templates” appear under the three-dot menu in your email composer.
Templates are available in both personal Gmail and Google Workspace accounts, but administrators can restrict access in business environments. If you can’t see the option, check your permissions or contact your IT admin.
How to create a new email template in Gmail
Once templates are enabled, creating your first one takes less than a minute:
- Click Compose in Gmail.
- Write the message you want to reuse. This could be anything from a welcome note to a client update.
- At the bottom-right of the email, click the three dots (More options).
- Hover over Templates > Save draft as template > Save as new template.
- Enter a descriptive name that makes it easy to find later.
Your new template is now stored in Gmail and ready to use whenever you compose a new email. Gmail templates are saved per account, so they sync automatically across browsers and devices when you’re signed in.
For example, if you often send thank-you messages after meetings, write one that includes your name, signature, and a closing line. Save it as “Post-Meeting Follow-Up.” You can then reuse it in seconds instead of rewriting the same message.
How to insert a template into an email
Once a template exists, adding it to a message is quick and consistent:
- Click Compose to start a new message.
- Select the three dots (More options) in the compose window.
- Hover over Templates and choose the one you want to insert.
- The template text appears instantly in your draft.
- Edit any details (like name, date, or specific context) before sending.
This feature is especially useful for professionals who handle customer inquiries or repetitive internal communications. It ensures your tone, structure, and details remain accurate while saving minutes with every message.
Pro tip: Combine templates with Gmail’s Labels or Filters to automate responses to specific incoming messages. This is ideal for confirmations, updates, or acknowledgments that don’t require manual input.
How to edit or delete an existing template
Over time, your templates may need updates. Gmail makes it simple to refresh or remove them.
To edit a Gmail template:
- Click Compose and insert the template you want to change.
- Edit the text as needed.
- Select the three dots > Templates > Save draft as template > Overwrite existing template.
- Confirm that you want to replace the old version.
To delete a Gmail template:
- Click the three dots > Templates > Delete template.
- Choose the one you want to remove.
- Confirm deletion.
Gmail does not store previous versions, so when you overwrite or delete a template, the old content is gone permanently. It’s good practice to copy the text into a Google Doc if you want to keep a record before updating.
How to use Gmail templates automatically (with filters)
One of Gmail’s most powerful time-savers is pairing templates with filters to automate replies. This feature allows you to send prewritten responses based on specific criteria like sender, subject line, or keywords:
- In Gmail, click the Search bar dropdown icon.
- Enter filter criteria such as an email address, subject keyword, or phrase.
- Click Create filter.
- Check Send template and select the template you want to use.
- Click Create filter again to confirm.
For example, if you manage a support inbox, you can set a filter to automatically send a confirmation message whenever someone emails support@yourcompany.com. The message might read, “Thanks for your message — our team will reply within one business day.”
Automating frequent responses ensures consistency and professionalism while freeing up time for more personalized communication.
Use-cases for Gmail templates
Gmail templates can simplify communication for anyone who sends similar messages often. From professionals managing clients to individuals keeping on top of personal admin, templates save time and ensure every message is clear, accurate, and polished. Here are some of the most useful ways to put them to work:
- Client communication: Quickly send meeting confirmations, project updates, or thank-you notes without rewriting the same message.
- Internal coordination: Standardize team updates, task handovers, and progress reports to keep everyone aligned.
- Customer support: Provide consistent answers to common questions or service inquiries.
- Sales and outreach: Reuse your best-performing introductions, follow-ups, or proposal messages with light personalization.
- Recruitment and HR: Send structured messages for interview scheduling, application updates, and onboarding.
- Event planning: Draft templates for invitations, RSVPs, or post-event thank-yous.
- Education and tutoring: Save versions of feedback summaries, lesson reminders, or progress reports.
- Freelance and creative work: Build templates for quotes, invoices, project briefs, and client feedback requests.
- Personal productivity: Create templates for appointment confirmations, rental inquiries, or service requests.
- Community management: Use templates for announcements, membership renewals, or group updates.
Best practices for Gmail templates
Templates are most effective when they’re thoughtfully written and regularly maintained. Follow these best practices to get the most from them.
1. Keep templates clear and concise
Templates should make communication easier, not longer. Use short sentences and plain language. Start with a clear purpose, then guide the reader toward the next step. The best templates get the point across in one quick read, without extra explanation.
2. Personalize key details
Add placeholders like [First Name], [Project Name], or [Date] to remind yourself to personalize before sending. This helps templates stay efficient without sounding generic. A few small edits before you hit send can make every message feel personal and thoughtful.
3. Review regularly
Set a reminder every few months to review your saved templates. Outdated language, signatures, or contact details can create confusion or appear unprofessional. Updating regularly ensures your templates reflect your current brand voice, priorities, and tone of communication.
4. Use consistent formatting
Ensure each template includes a consistent greeting, font, and email signature. Consistency builds trust, especially in client-facing roles. It also helps every message look polished, even when different team members use similar templates.
5. Match the right template to the right context
Avoid using a casual template for a formal audience, or vice versa. Save different templates for specific scenarios, such as:
- Client follow-ups
- Internal approvals
- Event confirmations
- Project updates
Choosing the right tone and structure for each situation keeps communication relevant and professional.
6. Store templates with descriptive names
Label templates with a clear title like Client Onboarding Welcome or Weekly Report Reminder. This makes them easy to find without opening each one. When you’re managing multiple templates, clear naming keeps your workflow organized and speeds up selection.
7. Integrate with Gmail shortcuts
You can pair templates with Gmail keyboard shortcuts for even faster use. To enable them, go to Settings > See all settings > Advanced > Keyboard shortcuts. Once turned on, assign custom keys to quickly open and send template messages. Using shortcuts is a small step that adds up to meaningful time savings over the week.
Make Gmail templates work even harder for you
Gmail templates help you send faster, more consistent replies. But when your inbox fills up faster than you can keep track, even the best template can’t manage the follow-up, filing, or prioritization for you.
Fyxer works alongside Gmail to handle the rest. It organizes incoming emails, drafts thoughtful responses, and keeps your communication flowing without the daily admin.
Combine Gmail templates with Fyxer’s intelligent inbox management and you’ll spend less time sorting, searching, or rewriting, and more time focusing on the work that actually matters.
Gmail templates FAQs
Can I use Gmail templates on mobile?
Templates can be used on the mobile web version of Gmail but not directly in the mobile app. If you need full access to your saved templates, use a desktop browser. For quick replies on the go, consider saving short versions of your templates as notes or pinned drafts to copy when needed.
Are templates available for personal Gmail accounts?
Yes. Both personal Gmail and Workspace accounts support templates once they’re enabled under the Advanced tab in settings. This makes it easy for freelancers, small business owners, or anyone managing multiple projects to keep communication organized and consistent.
Can I share templates with my team?
Not automatically. You can copy and paste the text of a template into a shared document or email it so teammates can save their own version. Creating a shared library of approved templates helps teams stay aligned on tone, structure, and professionalism.
Why can't I create an email template in Gmail?
If you don’t see the Templates option, it may be disabled. Go to Settings > Advanced and make sure it’s turned on. In some organizations, administrators restrict access for compliance reasons. If that’s the case, your IT team can usually enable it for approved use.
What’s the difference between Templates and Drafts?
Drafts are single, unsent messages that stay in your Drafts folder. Templates are reusable email structures you can insert into new messages anytime. While drafts capture work in progress, templates are designed for efficiency and consistency when you send similar emails regularly.