Email templates are nothing but predetermined email layouts that help you to design a new email without the hassle of designing it from scratch. Thus, you can create emails again and again, depending on this base layout. Also, you can edit the email templates whenever you wish to suit your requirements; however, you can’t change the original template. The changes apply only to onboarding emails.

Your email service provider supplies some email modules for you. These are the HTML files. They are known as email templates. It’s a reusable file, so you can create multiple emails using one template. It allows you to add text, paragraphs, images, links, etc., to create a complete email.

These eliminate the repetitive and rather boring task of email writing with the subject lines, contents, formalities, etc. As a result, it free-up more time and improves communication and productivity.

How can Gmail templates save time and improve productivity?

  • There are several built-in email templates for Gmail. You can reuse these email templates to create a new email. All you need to do is to add an email copy, images, or links and send it to the recipients. Thus you don’t need to rewrite an email. You can quickly send your emails to the subscribers.
  • Gmail email templates help you to maintain your internal and external communication. On one side, you can share the agenda, tasks, and meetings with your team members. On the other side, you will contact clients, stakeholders, vendors, and more. The templates allow you to insert Drive links (including Google Docs, Sheets, Slides, and Forms) and attachments in your emails.
  • When you use the templates, the chances of errors such as – typos and grammatical mistakes reduce. Thus, they make your email error-free. So your emails become professional and engaging. So, it can save time from finding any mistakes. It increases your brand reputation and value in the market.

So, they save your time and improve efficiency. So, you can manipulate this time to focus on the content of your email. Ultimately, it will improve your productivity and brand marketing.

 Accessing the Template Feature in Gmail

1.      Open the Gmail app.

2.      Click Settings > See all settings from the top right corner.

3.      Then, click Advanced from the top side. Here you will find the Templates section.create email templates in Gmail

4.      Now select Enable.create email templates in Gmail

5.      Finally, click Save Changes.create email templates in Gmail

Step-by-step instructions to find the template option

1.      Open the Gmail app.

2.      Click Settings > See all settings.

3.      Click Advanced and find the Templates section.

How to create email templates in Gmail?

1.      Open Gmail.

2.      Click Compose.

3.      Enter your preferable template text in the Compose window.

4.      Click More (the three-dot option) and select Templates.create email templates in Gmail

5.      To create a new template, choose the option Save draft as template > Save a new template.create email templates in Gmail

How to compose the email?

To compose a professional email, you must include a subject, body, and salutation formatting within it. Let’s elaborate on the format to compose your emails.

  • Subject line: The subject clearly states the actual topic of the email. When you send an email this subject will appear easily in your recipients’ inbox. It makes them aware of the purpose and content of the email. So, your email becomes quickly recognizable by the recipient.
  • Salutation: Start your email body with a proper salutation. That may be – “Dear”, “Hello”, “Greetings”, etc.
  • Email body: In the first paragraph, introduce yourself. Declare your relation to the recipient and state the reasons for writing the email. Finish your first paragraph within one or two sentences. Then describe the actual message in the second paragraph. Provide the correct information to the client, such as administrative details, deadlines, important dates, offers, etc.
  • Appreciation: Finally, end your email with thanks and best wishes for your recipients. It indicates your willingness to further communication to the recipients. Then use a formal closing like – “Regards”, “Best”, “Yours”, etc., and your signature.

Best practices for creating effective and professional templates

  • Make your emails branded. That means the recipient can see your company or brand name when they open your email. Thus inserting your brand logo, website links, and social media accounts, is necessary.  Again, use a professional tonality, particular fonts, and colors to become impactful in your email marketing.
  • Use an organized layout for your professional templates. Thus, you should use a proper UX design with the proper placement of written, and visual content, white space, and empty areas.
  • Personalize your email templates to boost your communication. With this strategy, you will connect your clients rapidly. It develops a strong relationship with your clients.
  • Another best practice is the usage of Calls-to-action (CTAs). For example, you can use a CTA for a subscription offer, visit your website, follow you on social media, and more. These CTAs should be visible and easy to click.

Personalizing Templates

How to personalize email templates for individual recipients?

  • Use a personalized subject line for your clients. Write the subject in a user-friendly and natural way.
  • Images and GIFs are the effective components of your personalized email templates. You can add these to get more attention from the customers. If a user wants to buy a customized health drink, you can add images related to that category of products.
  • You should use dynamic tags for your subscribers based on their current activities. These tags help you to create subscription offers and messages according to their interest and needs.
  • Use the “Buy now” option to encourage the users to buy a product within a limited period.
  • Your email template should also contain an “Unsubscribe” button. If your client wants to leave your emails when the contents are not relevant to them. Thus, designing this button will offer a better experience for them.

 Use placeholders or variables to customize template content

Placeholders or variables are an amazing concept for creating customized emails. When you insert a variable it will automate the process of filling out the unique details for your targeted audience. As a result, you don’t need to type the details of your clients. Thus it becomes a time-saving concept for your email templates for Gmail.

Examples of variables

  • Recipient’s name: Using the name variable is the most convenient way to create personalized emails. It’s essential to address your recipients with their names. So, you can use either first name, last name, or both the first and last name (full name). Ex. {{Name}}

Company: You can use a company-type variable when you want to add the details of it. It includes company size, type, age, etc. Again you can use your company’s name, or website as a variable. It will help you to gain your company’s reputation. Ex. {{Company Name}}, {{Job Role}}, etc.create email templates in Gmail

Managing and Editing Templates

How to manage and organize your email templates for Gmail?

To manage and organize your email templates you should create, edit and update them accordingly. Now, you know how to create them. From the next section you will learn to edit, update, and delete them.

How to edit, update, or delete existing templates?

For updating and editing an existing template –

1.      Open Gmail and go to the Compose window.

2.      After composing your email, create changes within your text.

3.      Click More and then click Templates.

4.      Next, click Save draft as template.create email templates in Gmail

6.      Finally, confirm it by clicking Save.create email templates in Gmail

To delete the template –

1.      Open Gmail and go to the Compose window.

2.       Compose your email and click More.

3.      Then click Templates > Delete template.

4.      Click the template’s name you want to delete.

5.      Finally, click Delete.create email templates in Gmail

Tips for maintaining a clean and organized template library

  1. You can use a canned response for frequently or regularly used email templates. If you need the same introduction for some specific clients, use a canned response. Just add some additional data, images, or links as you need. For example, you can create a template for auto-responding to emails while on vacation for clients. When you need to store rarely-usable templates, move them aside within a different folder. It will help you to find them easily whenever you need them.
  2. Also, you can use Google Docs to store your email templates. Here you can create an outline in the document with your template's name. Hence, you can access the templates by clicking the outlines, easily.

 Some advanced tips and tricks for template creation

 Advanced techniques to enhance template creation

  • You can create a Google Group to send specific emails to particular users. In this way, you can save more time to create your templates. There you can set customized views for your email conversations.
  • You can enable input tools to type your messages in different languages like- Hindi, Arabic, etc. Moreover, you can access special keyboards from this input tool.
  • You can attach multiple Gmail messages within a single note. It will help you to get a response from your recipient quickly.
  •  You can add large Drive files within your email. If you want to add a video link larger than 25 MB, you can attach the Drive link for the video to your email. Gmail will grant permission for your recipient to view the file.

HTML and rich formatting in templates

To create a HTML rich format, you don’t need to know the coding with HTML. There are various third party tools like HubSpot, which offers pre-built  formats  and ready-made HTML templates. You can directly use them without access to the actual HTML code.  When you edit a template, the tool will automatically save the changes for the final template.

How to insert images or hyperlinks in templates?

You can do it with the Chrome Dev Tools.

1.      First, inspect the image and launch the Dev Tools.create email templates in Gmail

2.      Find and take the HTML code for the image.create email templates in Gmail

3.      Select the Edit as HTML option. Add the opening “a href” tag and closing “a” tag.create email templates in Gmail

create email templates in Gmail

4.      Then exit. You will find the link has been created.create email templates in Gmail

Troubleshooting Common Issues

 Common problems users may encounter when creating or using templates 

  • Incorrect formatting will create problems for your templates.
  • The recipient may find corrupted templates.
  • Your signature may not be visible to the users.

 Solutions to the issues

  • You need to specify whether you’re using plain text formatting or rich text formatting. For rich text formatting, your Gmail templates should be HTML enabled. So, you must uncheck the plain text mode to avoid any kind of formatting errors.
  • If your HTML has syntax errors, you will find corrupted email templates. Then you must check the “style” section of your HTML code.
  • Sometimes you may add text to the place signature. Thus the users can’t find your signature. So you have to ensure that you’re adding the signature in the reserved place for signature. Otherwise, the save operation can’t recognize your signature.

Foresight – the automation platform for Google Workspace workflows

Foresight is an automation tool that manages your complex Google Workspace workflows in simple ways. Its automation rules don’t require coding. So, with the no-code automation workflows, users can streamline businesses, gain more time, and improve productivity, and efficiency. You can find several use cases for Google Admin and users in Foresight. They are - Gmail Mail Merge with Xfanatical Foresight, Automated Email To New User’s Manager To Google Workspace, etc.


You’re reaching the end of the topic – how to create email templates in Gmail. Here you’ve learned everything about email templates. Now, explore Foresight and its automation rules. So, try a 14-day free trial with Foresight.