Gmail Templates: How to Create Them Using Canned Responses

Create Gmail TemplatesBoth consumer Gmail and business Gmail users often have a need to create Gmail templates.

Fortunately, Google Labs developed an easy (and free) way to create Gmail templates. This app is called Canned Responses. As its name implies, the intent of the app was for responding to inbound emails. However, the majority use case may well be for new outbound emails.

Access to Canned Responses is available to G Suite users by default, but user access can be disabled by a G Suite administrator in the admin console.

G Suite Admin - Canned Responses

To enable Canned Responses for your Gmail account, click on the gear icon in the top right. Then, click Settings.

Gmail Settings

Click the Advanced tab. Click the Enable radio button next to the app. Then, scroll to the bottom of the screen and click the Save button.

Gmail Enable Canned Responses

Create a Gmail Template

Compose an email—no recipient needed—that will be your first Gmail template. Click on the More (vertical ellipsis) icon to the left of the trash can. Then, select Canned responses > Save draft as template and then Save as new template.

Canned Responses Create Template

Name your canned response and click OK.

Save Canned Response Template

Use a Gmail Template

When composing a new email or replying to an email, click the More icon to the left of the trash can. Select Canned Responses and then select your template from the list. Add an email address or addresses. You can make any needed edits to the email before sending.

Update a Gmail Template

To update a template after making edits, you can go through the same process as creating a template. In the last step, select the option to overwrite the existing template.

Gmail Canned Responses Overwrite Template

A user can create multiple Gmail templates. However, all templates are private to that user and cannot be shared with other Gmail or G Suite users.

MORE: Why businesses make the move from free Gmail to G Suite

 

2 thoughts on “Gmail Templates: How to Create Them Using Canned Responses”

  1. My organization uses G Suite. It would be incredibly helpful if there was a way to share canned responses with multiple users and for those canned responses to be available through each individual’s inbox.

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