How to create text shortcuts in Gmail
Two methods to reply to emails in seconds: the templates Gmail already includes and text shortcuts that expand as you type.
If you keep typing the same emails over and over (a greeting, an order confirmation, sending a proposal), text shortcuts can save you a lot of time: you type something short like /hello and the full text appears.
Gmail has its own feature for this, templates, and you can also use a browser extension. We explain both methods, with their pros and limits, so you can pick the one that fits you best.
Method 1: Gmail templates
Turn on templates
In Gmail, click the gear icon → See all settings → Advanced tab. Under Templates, choose Enable and click Save Changes at the bottom of the page.
Write the reply and save it as a template
Open Compose, write the text you want to reuse and click the three dots at the bottom (More options) → Templates → Save draft as template → Save as new template. Give it an easy-to-recognize name.
Use it in a new email
When you want to use it, open Compose or reply to an email, click the three dots → Templates and pick the template. The text is inserted into the message.
The limits of Gmail templates
- Several clicks every time: you have to open the three-dot menu and find the template in the list.
- No variable data: it won't ask for the customer's name or order number; you have to edit them by hand after inserting.
- Gmail only: if you also reply on LinkedIn, WhatsApp Web or your support tool, you'll have to copy the texts in each place.
- Hard to share: everyone on the team has to create their own templates.
Method 2: text shortcuts that expand by themselves
A text expander is a browser extension that replaces a short shortcut with a full piece of text as you type. With NexoPad you type /hello in the email body and your whole greeting appears, without opening any menu.
The big advantage is variables: if your shortcut includes {{input:Customer name}}, NexoPad asks for the name before inserting and puts it in place. And since it works on any website, the same shortcut works in Gmail, LinkedIn, WhatsApp Web or Zendesk.
How to create your first Gmail shortcut with NexoPad
Install the extension
Add NexoPad to your browser (Chrome, Edge, Firefox, Opera or Brave) and sign in.
Create the snippet
Open the NexoPad popup, go to the Snippets view and click +. Write the text of your reply and, in the shortcut field, enter something short and easy to remember, like /hello.
Add a variable (optional)
Where you want the customer's name, type {{input:Customer name}}. You can add more, like today's date with {{fecha}}. You'll find them all in the variables guide.
Use it in Gmail
Open an email, type /hello and fill in the name when asked. If you don't remember the shortcut, type // and search for the snippet in the list.
Gmail templates or text shortcuts: comparison
| Gmail templates | Shortcuts with NexoPad | |
|---|---|---|
| How they're inserted | Three-dot menu → Templates | By typing the shortcut, with // or with Ctrl+K |
| Variable data (name, order…) | No | Yes, asked when inserting |
| Work outside Gmail | No | Yes, on any website |
| Share with the team | No | Yes, with NexoPad Teams |
| Price | Free | Free plan; variables are in Pro |
Ready-to-copy shortcut examples
/hello — first reply
Hi {{input:Name}}, thanks for reaching out. I'm already looking into your case and will get back to you in a few minutes.
/order — order status
Hi {{input:Name}}, your order {{input:Order number}} is on its way. It will arrive in 2 to 3 business days.
/followup — after a meeting
Hi {{input:Name}}, thanks for your time today. Here's the summary and the next steps we agreed on.
/sig — full signature
Best regards, Your name · Your role Your company · yoursite.com
Tips for shortcuts that work well
- Start shortcuts with a slash (/) or another symbol you don't use when typing, so they don't trigger by accident.
- Use short, descriptive names:
/hello,/orderor/invoiceare easier to remember than/r1or/template3. - Start small: create the 5 emails you repeat most first and add more as you get used to it.
- Put the variable where it shows: the name at the start of the message makes the reply feel personal.
Frequently asked questions
Does Gmail have its own text shortcuts?
Gmail has templates (formerly called canned responses), which you insert from the three-dot menu while composing. They aren't triggered by typing a shortcut: for that you need an extension like NexoPad.
Do NexoPad shortcuts also work in Outlook on the web?
Yes. NexoPad works in the text fields of any website you open in your browser, including Outlook on the web, LinkedIn and WhatsApp Web.
Does it work in the Gmail mobile app?
No. NexoPad is a desktop browser extension; it works with Gmail open in Chrome, Edge, Firefox, Opera or Brave.
Is it free?
NexoPad has a free plan with basic use of snippets. Variables like {{input}} and unlimited use are in the Pro plan, which you can try free for 7 days.
Published on October 10, 20266 min read
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