Gmail templates vs text expander
Is what Gmail offers enough, or is it worth installing something? We compare both options so you can decide quickly.
Gmail includes a templates feature to save replies and insert them into an email. It's free and there's nothing to install, but many people don't even know it exists, because it's turned off by default.
A text expander like NexoPad does the same with a shortcut and adds things Gmail doesn't have. Here are the differences.
How Gmail templates work
Turn them on
They're off by default. Go to Settings, click See all settings, open the Advanced tab, enable Templates and save changes.
Create a template
Write the email, open More options (the three dots) in the compose window, go to Templates and choose Save draft as template.
Insert it
In a new email, open More options again, then Templates, and pick the one you want to insert.
Gmail templates vs a text expander
| Gmail templates | NexoPad | |
|---|---|---|
| Price | Free, included in Gmail | Free plan; Pro from $49/year |
| How you insert them | From the menu, in several clicks | By typing a shortcut, with // or Ctrl+K |
| Variable data | No: the text is inserted as is | Yes: it asks for the name, order number, etc. |
| Where they work | Only in Gmail | On any website: Gmail, Outlook, CRM, chat… |
| Sharing with your team | No | Yes, with NexoPad Teams |
| Auto-reply with filters | Yes | No |
What a text expander adds
The big difference is speed and variables. With NexoPad you type /duplicate in your email and, before inserting, it asks for the customer's name, invoice number and refund timeframe. No menus, no manual edits.
And if you forget a shortcut, Ctrl+K lets you search for any reply without leaving the email. The same replies also work outside Gmail: in Outlook, your CRM or your help desk.
When to choose each
Use Gmail templates if…
You only write from Gmail, have a few fixed replies that never change or want to send an auto-reply with a filter.
Use a text expander if…
You answer lots of emails a day, your replies include details that change, you also write outside Gmail or want to share replies with your team.
Frequently asked questions
Can I use Gmail templates and NexoPad together?
Yes. They don't interfere: you can use Gmail templates for auto-replies and NexoPad to write faster.
Do Gmail templates support variables?
No. The template is inserted as is and you have to change each email's details by hand.
Do they work on mobile?
Gmail templates only work on desktop. NexoPad is a desktop browser extension, so it doesn't work on mobile either.
Where can I learn to use shortcuts in Gmail?
We explain it step by step in our guide to text shortcuts in Gmail.
Published on October 11, 20265 min read
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