How to create email templates in Gmail: a guide

Knowing how to create email templates can save you a lot of time.

To create email templates in Gmail, go to “Settings,” click on the “Advanced” tab, enable “Templates,” and then compose or save emails as templates under the “Compose” window.

This article will cover the following points:

  • The benefits of using email templates with Gmail
  • Email templates in Gmail: A step-by-step guide
  • Tips and tricks for using email templates in Gmail
  • Streamline your document management process with PandaDoc

Email templates in Gmail: a step-by-step guide

If you want to use Gmail templates, there are two things you need to know first: how to create a template and how to edit one. 

How to create Gmail email templates

Let’s now go through the process step by step. To create an email template in Gmail, you’ll need to: 

  1. Open your Gmail inbox
  2. Go to “Settings” then “All settings”
  3. Click on “Advanced” 
  4. Go to “Templates” and click “Enable” 
  5. At the bottom click on “Save changes”
  6. Go to “Compose” in your mailbox
  7. Type the info you want in your template into the email body 
  8. Click on the three dots at the bottom right of the message
  9. Choose “Templates”, “Save draft as template” and then “Save as new template” 
  10. After creating an email template, give it a name. For example, “Contract renewal reminder” 

How to edit Gmail email templates

Of course, the information you want to send may change over time. Rather than creating a new template, you can edit an existing one by doing the following: 

  1. Opening your Gmail account
  2. Selecting “Compose” 
  3. Going to “More options,”“Templates,” then “Insert template” 
  4. Choosing the template you want to edit 
  5. Once your edits are complete, choose “Save draft as template” again and either save it as a new template or overwrite the existing one 

Tips and tricks for using email templates in Gmail

Now you know the basics, how about some tricks of the trade?

1. Personalization 

A lot of your email templates will go to the same people repeatedly.

You can add personalized details to these, such as the recipient’s name and/or business name.

For example, if you’re regularly sending emails to a logistics provider, you can add the name of your contact and the company. 

2. Signatures 

There will also be times when you want to add a signature to your Gmail email templates.

This may be to add a personal touch or to ensure a document is legally binding.

Luckily, PandaDoc’s e-signature software makes this easy.

So, take advantage the next time you need to sign something. 

3. Template names 

As your library of templates grows, you don’t want to waste time searching for the right one when you have an email waiting to be sent.

So, give them names that reflect what you use them for. For example:

  • Invitation to interview
  • Contract details
  • Job offer 

4. Automate 

You’ll sometimes need to send an email to multiple recipients.

For example, if you’ve been recruiting, you may have had a hundred applicants apply, only one of whom has been successful.

Using automation to inform unsuccessful candidates that they haven’t gotten the job can save time. 

You can do this by setting a filter in “Search options,” which you’ll find to the right of your search bar.

Once you’ve set this,  select “Send template” in the “Advanced settings” options.

Choose an email template from your library, which will become part of your automated response process. 

5. Sharing 

Depending on the size of your team, you may not be the only one responsible for sending emails. If you create a Gmail template, you can easily share this with other team members by sending the template as an email to the relevant people. 

Streamline your document management process with PandaDoc

If you’re sending out many communications each day, you may find that many of them are either the same or very similar. 

So, a library of templates — and the ability to create new ones — can be a game-changer. 

It doesn’t matter whether you send 10 emails a day or 1,000 — having templates to hand is both convenient and a major time-saver.

Creating a Gmail signature with PandaDoc lets you cut your workload even more.

In your day-to-day work, there’s a good chance you’ll deal with various documents.

Whether by implementing a paperless workflow or creating Gmail templates, PandaDoc can help you streamline this process.

Why not take advantage of our products today to reduce stress levels while increasing efficiency?