Gmail Templates: How To Set Up & Use Them {With Examples}

If you are tired of framing the same words recurrently to draft an email, then this article is a perfect read for you. The primary motive of inventing emails was to make the writing work a lot easier, but if you do not broaden your horizons, then this could consume a lot of time, specifically with the same emails. So, it’s time to learn a new way of creating Gmail templates for writing emails at bullet-train speed. There are a number of features you can explore, once you set foot in the world of templates.

Since the Gmail template option is available on the desktop version of Gmail only, there is no way you can set it up with your mobile phone.

What Are Gmail Templates?

The primary feature of a Gmail template is to personalize the mail body by formatting the content of the mail for any email campaign. It saves time and lets the user use the saved templates for bulk sharing. Unless you build your own, your emails will utilize the default email template.

Initially, the template cannot be altered or erased, but it can be replaced as your default template, in which case all emails sent by users sharing your content with any code including your Profile ID will use the new default template.

By defining an alternative template in your code, you can override the existing default template. Any emails generated by this code will utilize the text and/or HTML formatting from that template. You may even make many templates for various portions of a site or domains!

What Are The Perks of Gmail Templates?

There are multiple reasons to switch to the Gmail templates and a few of them are:

Scaling

Allowing more individuals to design campaigns without the assistance of engineers for each send is one of the best ways to scale your email program. Templates enable you to do so, but only if everyone on your team has access to and understands how to utilize them.

Make sure you describe how to utilize your templates so that non-coders can quickly create emails as well. You can start with something basic like a shared Google Doc with usage instructions, or you can go all-in with video training in your business knowledge base and kick-off meetings to get everyone up to speed.

Efficiency

As the underlying technology is already developed, email templates allow you and your team time, allowing you to create campaigns faster and more efficiently.

Instead of rewriting a whole email from scratch for each send, simply add copy, photos, and links to an existing template before testing and sending it to your readers. Templates are one of the most important tools that effective email marketing teams utilize to stay responsive and scale their marketing operations.

Consistency

Email templates also preserve your brand’s reputation by ensuring that your emails are consistent and error-free.

If you rewrote the code from scratch for each email, there’s a good possibility there would be variations or typos, resulting in malfunctioning emails and an unpleasant experience for your subscribers. Even the finest developers make mistakes, which can have severe consequences for email marketers and your company’s reputation in the merciless email industry.

However, while templates help to reduce errors before handoff, some ESPs introduce code that can break even the most well-tested templates. And, even if they are in the same email template, differing copies and photos can prove to be problematic.

Economic

There are numerous external email marketing platforms available, each with a different price tag. When you’re on a tight budget or only have a few hundred emails to send, it’s not always a good idea to spend time and money on new email marketing tools.

How To Activate Gmail Templates?

If you know nothing about the templates yet, then you will have to enable them to make your work easier than ever.

  • Log in to your Gmail account via chrome or Microsoft edge.
  • Click on the “Settings” option, then choose the “See all settings” option.
  • Select the option “Advanced” from the drop-down menu.
  • Choose ‘Templates” in this section and click “Enable.”
  • Then click on the “Save Changes” button.

This action will let you get back to the inbox, and you can start using the templates efficiently.

  • Click on the “Compose” option, and a new mail will pop open.
  • If you have a template, then you can use it in your mail. Once you are done click on the three dots found on the bottom of the mail body.
  • Then click on “Save as new template.”
  • Give a name to the new template and click on the “Save” button.

How To Send Email Templates?

You can send a template email just as you compose a new one. It takes only a few steps and the template-based email is sent.

  • By pressing the “Compose” button, you can begin a new email.
  • In the bottom right corner of the compose window, click the three dots.
  • Drag your mouse over “Templates.”
  • Select the Gmail template that you want.
  • The template will show in the compose box, and you can make the changes in it before clicking “Send.”

You may also use Gmail filters to automate the sending of messages from templates. You can, for example, establish a filter for emails that contain specific terms or keywords, filling in the field “Has the words.” Alternatively, you might include email addresses from people to whom you will need to respond in the “From” column.

After you’ve created a filter, you can take action on the filtered criteria. And this is where you may select the email template for the given recipients.

Simply check the “Send template” box and select the template you want. Every email that meets the parameters you’ve specified will be sent with a template. However, be cautious and utilize this tool cautiously, for example, by selecting highly precise terms. It is easier to avoid any errors this way.

Is It Possible To Manage The Existing Gmail Templates?

Yes, most of the time it will be important to make certain changes in the email, like adding some information or changing the dates. The template may no longer be an asset for you, or you don’t need it anymore. You can simply delete it.

So either you can edit the existing email template or you can delete it, and compose a new one to replace it.

How To Delete A Gmail Template?

To delete a template, click the three dots in the bottom right corner of the compose window once more. Scroll over the option “Templates,” then click the “Delete template” option and select the template to be deleted.

How To Overwrite A Gmail Template?

If you want to add some details to one of your templates, you won’t be able to do so. However, you can overwrite it.

Start with creating a new version of the template and then click the three dots in the bottom right corner of the compose window. Then, click on “Templates,” and then, under “Save draught as a template,” click the name of the template you want to edit under “Overwrite Template.”

How To Use Gmail Templates For Business?

If you use Gmail for business, you understand the value of personalizing messages while remaining consistent with the team’s tone of voice and identity. An email contains both the content and the signature. However, the best approach to have it all is to use Gmail templates in conjunction with an email signature management solution.

Unfortunately, basic Gmail is limited to these features, enabling only what we discussed previously: creating simple templates, overwriting, and deleting them. Apart from using them on filters, this is a more advanced function within Gmail.

That is why there are extensions available to help you improve your Gmail experience. They allow you to manage your complete workflow with emails and tasks that you can share with your colleagues without leaving your inbox.

This feature is the heart of these extensions: sharing everything you need to put up with your team, including templates in Gmail. Also, it has its own storage of shared email templates, you can merge them with customized fields and email sequences.

Shared Email Templates

You can also share email templates with your team members, synchronizing them and maintaining a message pattern across your entire firm. This results in openness and consistency in your branding, which is an important consideration in reaching out to the public and keeping them interested in your organization.

Because Gmail templates are only available for a single email address, the only method to share them is to copy and paste the same templates into each employee’s account.

Email Sequences & Templates

Email templates may be configured as email sequences, which is useful for teams that need to send follow-up emails to prospects, clients, or partners, for example. Extensions allow you to automatically add these sequences to any email template you want. Consider doing this in Gmail: you’d have to construct templates email by email, one at a time.

Customization

You can use custom fields to include the receiver’s First Name, Last Name, and Company, making the email appear much more personalized. When sending an email, especially for outreach, this is a recommended practice. One astounding attribute of the extension’s custom fields is that it gets automatically added into email follow-ups, so you only need to fill it out once.

Conclusion

When you use Gmail email templates, you free up time to focus on other vital activities. As you can see, the process of creating and using Gmail templates is quick and simple.

If you need to use email templates for business and other extra capabilities to keep your workflow running smoothly, you might consider adding template extensions to Gmail.

Your templates will be more customizable, and the fact that you can share them with your entire staff will have a significant impact on how the organization communicates with others.

About Author

Vibhu Dhariwal

Vibhu Dhariwal

Vibhu Dhariwal is Director Of Marketing at Digital Gratified, a Digital Marketing & Web Development Company, and Co-Founder of TheGratifiedBlog.com. He has helped 25+ SaaS businesses in SEO, content marketing, and Email Marketing. You can connect with him at vibhu@digitalgratified.com.

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