How to create templates in Gmail, step by step
Turn on templates, save the emails you repeat most and use them in a couple of clicks. Plus automatic replies, limits and examples to copy.
If you write the same email every week to send a quote, ask for an invoice or confirm a meeting, Gmail templates save you that work. You save the text once and insert it whenever you need it.
They used to be called canned responses. They are free, they are already built into Gmail and you don't need to install anything. But they are turned off by default, so many people don't know they exist. In this guide we explain how to turn them on, create them, use them, change them and delete them, with the exact menu names.
Quick answer: how to create a template in Gmail
- Open Gmail on your computer and go to Settings → See all settings → Advanced.
- Next to Templates, click Enable and then Save Changes.
- Click Compose and write the email you want to reuse.
- Open More options (the three dots) → Templates → Save draft as template → Save as new template.
- To use it, open More options → Templates and pick it under Insert template.
Step 1: turn on templates in Gmail
Open Gmail settings
Open Gmail in your computer's browser. At the top right, click the gear icon (Settings) and then See all settings.
Go to the Advanced tab
In the row of tabs at the top, click Advanced.
Enable templates and save
Next to Templates, select Enable. Scroll to the bottom of the page and click Save Changes. Gmail reloads and the option is now active in your account.
Step 2: create your first template
Write the email
Click Compose at the top left. Type the text you want to reuse. Leave the To field empty, because you will send it to a different person each time.
- Mark the parts that change in brackets, like
[Name]or[date]. That way you spot them quickly when you check the email. - If you have an automatic signature, delete it from the draft before saving. Otherwise it may show up twice.
Save it as a new template
At the bottom of the window, click More options (the three dots) → Templates → Save draft as template → Save as new template. Give it a short, clear name, like “Send quote”.
Send or discard the draft
The template is saved. If it was a real email, finish it and click Send. If you only wanted to create the template, you can discard the draft.
Step 3: insert a template into an email
Open a new email or a reply
Click Compose, or reply to an email you received.
Choose the template
Open More options → Templates. Under Insert template, click the one you want. The text appears in the message.
Check the details and send
Replace what is in brackets (the name, the amount, the date), add anything else you need and click Send.
Step 4: edit or delete a template
To change a template, overwrite it
Gmail has no “edit” button. Instead, you save over the old one: insert the template into a new email, change the text and go to More options → Templates → Save draft as template. Under Overwrite Template, choose the one you want to replace and click Save.
To remove it, use Delete template
Open Compose → More options → Templates → Delete template. Choose the template and confirm with Delete.
How to send a template automatically with a filter
Open the search options
Gmail can reply on its own with a template, but you need a filter. In the search box at the top, click Show search options (the settings icon on the right).
Say which emails you want to answer
Enter your criteria: for example, emails sent to a specific address or with “quote” in the subject. If you want to test it first, click Search and look at the results. Then open Show search options again.
Create the filter with Send template
Click Create filter, check the box next to Send template, choose the template and click Create filter again. From now on, every email that matches those criteria gets that reply.
If the “Templates” option doesn't show up
- You didn't save the changes: after selecting Enable, you have to scroll down and click Save Changes. If you leave without saving, it isn't turned on.
- You're on your phone: the Gmail app has no templates. Open Gmail in a browser on a computer.
- You're looking in the wrong menu: templates live in the three dots of the compose window (at the bottom, next to the trash icon), not in the three-dot menu of an email you received.
- You use a work or school account: if you still can't see it, ask the administrator of your Google Workspace account whether a setting is limiting it.
Tips to make your templates work well
- Give them names you can tell apart at a glance: “Quote: send” and “Quote: follow-up” are easier to find than “Template 1” and “Template 2”.
- Mark the gaps with brackets:
[Name],[amount],[date]. That way you don't send an email with an empty gap. - Use links instead of attachments: Google's help page doesn't explain what happens to attachments in a template. To be safe, add a Google Drive link and attach the file by hand when needed.
- Review your templates every few months: prices, deadlines and names change. An outdated template looks worse than writing from scratch.
- Start small: first create the 3 or 4 emails you repeat most. Once you're used to it, add more.
- Combine them with keyboard shortcuts: with Gmail keyboard shortcuts you can open, reply to and send emails without touching the mouse.
9 Gmail templates ready to copy
Support reply
Subject: We've received your request Hi [Name], Thanks for reaching out. We're already looking into your case and will get back to you by [deadline]. If you have screenshots or your order number, reply to this email with them and we'll solve it sooner. Best regards, Laura Gómez · Acme Customer Support
Sending a quote
Subject: Quote for [Company] Hi [Name], Thanks for your interest in Acme. Here is the quote for [service], for a total of [amount]: [link to the quote]. The offer is valid until [date]. If you have any questions, just reply to this email and we'll go over it. Best regards, Laura Gómez
Follow-up with no reply
Subject: Did you get a chance to see my proposal? Hi [Name], I'm writing about the quote I sent you on [date]. Have you had a chance to look at it? If it works for you, we can start on [start date]. And if you'd like to change anything, let me know and we'll adjust it. Best regards, Laura Gómez
Meeting request
Subject: Can we talk on [day]? Hi [Name], I'd like to discuss [topic] with you in a 20-minute call. Would [day] at [time] or [day] at [time] work for you? If not, feel free to suggest another time. Thanks, Laura Gómez
Out-of-office reply
Subject: Out of the office until [date] Hi, Thanks for your email. I'm away until [date] and will read it when I'm back. If it's urgent, please write to [colleague's email]. Best regards, Laura Gómez
Payment reminder
Subject: Reminder: invoice [number] Hi [Name], This is a friendly reminder that invoice [number], for [amount], was due on [date]. You can see it here: [link to the invoice]. If you've already paid it, please ignore this message and sorry for the trouble. Thanks, Laura Gómez · Acme Accounts
Thank-you to a customer
Subject: Thank you for choosing Acme Hi [Name], We wanted to thank you for your order. We hope [product] helps you a lot. If you need anything, reply to this email and we'll help. Best regards, Laura Gómez
Appointment confirmation
Subject: Your appointment on [day] is confirmed Hi [Name], I'm confirming your appointment on [day] at [time] at [place or link]. If you can't make it, let me know by replying to this email and we'll find another slot. See you soon, Laura Gómez
Request for documents
Subject: Documents for [process] Hi [Name], To move forward with [process], I need you to send me: - [Document 1] - [Document 2] You can reply to this email with the files. Thank you. Best regards, Laura Gómez
Want more examples?
Our template gallery has 500 free texts for emails, support, sales and social media. You can copy them and save them as Gmail templates. And if you want to end your emails the same way every time, see how to create a professional email signature.
The limits of Gmail templates
- Computer only: Google says templates can only be turned on and used in Gmail on a computer. They aren't in the mobile app.
- Gmail only: if you also write in Outlook, LinkedIn, WhatsApp Web or your support tool, you have to copy the texts by hand.
- No variable data: the template is inserted as is. It doesn't ask for the customer's name or work out dates; you have to fill in every gap yourself.
- Several clicks every time: three dots → Templates → search the list. With many templates, the list gets long.
- No sharing: each person keeps their templates in their own account. If you work in a team, everyone has to create them.
- No trash: if you delete a template, you can't get it back.
When Gmail templates fall short
For a few emails that never change, Gmail templates are perfect: they're free and you already have them. But if you answer many emails a day or also write outside Gmail, a text expander may be worth it.
With NexoPad, a browser extension, you type a short shortcut like /quote in the body of the email and the whole text appears. No menus. And the gaps fill themselves with variables:
{{first_name}}adds the person's name when the page shows it, for example in a Gmail email you're replying to.{{date:+3_days}}works out the date 3 days from now. Perfect for deadlines and expiry dates.{{input:Amount}}asks you for the value before inserting and puts it in place.- The same shortcut works on any website: Gmail, Outlook on the web, LinkedIn, WhatsApp Web or your CRM.
To be clear: NexoPad has to be installed and variables are part of the Pro plan, while Gmail templates cost nothing. You can use both at the same time, for example Gmail templates for automatic replies with filters and NexoPad to write faster.
If you're not sure, we have a comparison of Gmail templates and a text expander and a step-by-step guide to text shortcuts in Gmail. And if your problem is having too many emails, start by organizing your inbox.
Frequently asked questions
Where are Gmail canned responses?
They're now called templates. Turn them on in Settings → See all settings → Advanced → Templates → Enable. Then you'll find them in the three dots (More options) of the compose window.
Can I use templates in the Gmail mobile app?
No. According to Google's help page, templates can only be turned on and used in Gmail on a computer.
How many templates can I create in Gmail?
Google doesn't give a maximum number on its help page. Still, with many templates the list gets long and it's hard to find the one you need, so give them clear names.
How do I edit a Gmail template?
Insert the template into a new email, change the text and go to More options → Templates → Save draft as template. Under Overwrite Template, choose the template and click Save.
Can I recover a deleted template?
No. Google warns that a deleted template can't be recovered. If you're not sure, save a copy of the text first.
Do Gmail templates have variables like the customer's name?
No. The text is inserted as is and you have to change the details by hand. If you want them filled in for you, you can use a text expander like NexoPad with variables such as {{first_name}} or {{input:Name}}.
Can I share my templates with my team?
Gmail has no option to share templates: each person saves them in their own account. To share replies with a team you need another tool, such as NexoPad Teams.
Do they work the same in personal Gmail and Google Workspace?
Yes, the steps are the same. Google's Workspace guide explains the same process. If you can't see the option in a work account, check with your administrator.
Published on October 18, 20269 min read
Communication: ready-to-use templates
Copy them or add them to NexoPad and type them with a shortcut.
- Out-of-office auto-reply
/ooo - Ask for a meeting
/meeting - Meeting follow-up
/recap - Reschedule a meeting
/reschedule
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