If you’re tired of typing the same email over and over again, or even copying and pasting the content into new emails, you seriously need to learn how to create email templates. In this guide we will specifically talk about how to do it in Gmail, with simple and easy steps that will not take much time.
Also you will see how much time you will gain, and learn how to share these templates with your team to unify all communication between customers, partners, and vendors.
Reading: How to create an email template on gmail
So, let’s get to the point. Here are the topics we will cover in this complete guide:
- HOW TO CREATE AN EMAIL TEMPLATE IN GMAIL
- SENDING EMAIL TEMPLATE
- MANAGE EXISTING TEMPLATES
- DELETE A TEMPLATE
- OVERWRITE A TEMPLATE
- EMAIL TEMPLATES IN GMAIL FOR BUSINESS
- TEMPLATES + EMAIL SEQUENCES
- CUSTOMIZED FIELDS
- SHARED EMAIL TEMPLATES
How to create email templates in Gmail
Creating templates in Gmail is a simple task that only takes a few minutes. In fact, the only step where you need to spend more time on this process might be entering the email template if you don’t already have it.
First you need to enable the templates in Gmail Settings . You can simply follow these steps:
- Click on Settings (represented by the gear icon) in the top right corner of your screen.
- Then click on the “All” button to sue”. Settings”.
- Select the “Advanced” tab.
- In the “Templates” area, select “Activate”.
- Finally click on “Save changes “. at the bottom of the menu.
This last action will redirect you to your inbox so you can start creating templates:
- Click on “Compose “. Button. The New Message window will open.
- Start typing your email template and when you’re done, click the three dots in the bottom right corner of the compose window.
- Hover the mouse over the “Template” option and then “Save draft as template”.
- Select the “Save as new template” option.
- Enter the name of the new template and then press the save button.
Send email templates
The sending Creating a new message using a template is as easy as creating a template. It only takes a few clicks:
- Start a new email draft by clicking on the Compose button.
- Click on the three dots in in the lower-right corner of the design window.
- Move your cursor to “Templates”.
- Select the template you want to use.
- The template will appear in the Create window appears and you can edit it before hitting submit.
You can also automate sending messages from templates by using Set up Gmail filters. For example, you can create a filter for emails that contain specific terms or keywords by filling in the “Has the words” field. Or even enter email addresses of people you need to reply to in the From field.
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Once you’ve created a filter, you can set actions to take on the filtered criteria. And here you can select the template that you want to send to the specified recipients.
You just need to check the “Send template” box and select the template you want. Each email with the criteria you selected will automatically receive a template. But be careful and use this feature wisely, for example by choosing very specific keywords. To avoid misunderstandings.
How to manage existing templates
Most of the time, when you use templates, you need to edit them somehow, for example to add information. Or there may be times when a template is no longer useful and you need to delete it.
That’s why you can edit it in Gmail in two ways: overwrite an existing template or delete it.
Delete a template
To delete a template, click again on the three dots at the bottom right of the creation window. Hover over the Templates option, then Delete Template and select the template you want to delete.
Overwrite Template
Unfortunately, if you want to make changes to one of your templates, you cannot edit them. But it is possible to overwrite them.
First you need to write the new version of the template, and then click on the three dots in the lower right corner of the creation window.Next, hover over “Templates” and after “Save draft as template” under “Override template”, click the name of the template you want to change.
Email templates in Gmail for Business
If you use Gmail as your business email address, you know how important it is to add a personal touch to messages that combines tone of voice and Branding of your team is aligned. This includes both your content and your signature in an email. However, the right way to have it all is to use Gmail templates with an email signature management tool.
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Unfortunately, vanilla Gmail is limited to these aspects and only offers what we have in explained in the previous topics: create, overwrite and delete simple templates. Aside from using them for filters, this is a more advanced action in Gmail.
That’s why there are extensions that you can use to enhance your experience in Gmail, Drag is one of them. Drag helps you run your entire workflow with emails and tasks that you can share with your team without leaving your inbox.
This specific feature is the main core of drag: share everything You need for work Team in Gmail. Including templates. Aside from having your own system of sharable email templates, you can combine them with email sequences and personalized fields instead of just using Gmail.
Templates + email -Sequences
You can set drag email templates as email sequences, which is great for teams that need to send follow-ups to leads, customers, or partners, for example. With drag, you can automatically add these sequences to any email template you want. Imagine doing this in Gmail: you would have to create templates manually, email by email.
Personalized Fields
You can use custom fields to add first name, add the recipient’s last name and company Make the email look much more personal. This is a best practice when sending emails, mainly for public relations. A great aspect of Drag’s custom fields is that they’re automatically included in email follow-ups, so you only have to fill them in manually the first time.
Shared Email Templates
You can also share and sync email templates with your team members and maintain a pattern of messages across your organization. This leads to transparency and consistency in your branding, which are key factors in reaching the public and getting them interested in your business.
Note that Gmail templates are only available per email address. So the only way to share them is to copy and paste the same templates into each employee’s account.
Conclusion
If you use email templates in Gmail, optimize yours Time to focus on other important tasks. As you could see, the process of creating and using Gmail templates is quick and really straightforward. You can follow our guide in minutes and be up and running in no time.
If you need to use business email templates and other additional features to run your workflow smoothly, you should you do that Try Drag to Gmail. Your templates will become more customizable and the fact that you can share them with your entire team will make a huge difference in the way the company communicates with others.
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