Gmail Templates: How to Create Them Using Canned Responses

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

Fortunately, Google Labs has provided 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 Enable Gmail Labs

To enable Canned Responses for your Gmail account, click on the gear icon and then click Settings.

Gmail Settings

Scroll down to Canned Responses. Click the Enable radio button next to the app. Then, scroll to the bottom of the screen and click the Save button.


Compose an email (no recipient needed) that will be your first Gmail template. Click on the arrow to the right of the trash can and then select Canned responses > New Canned response… Name your canned response and click OK.

Create a Gmail Template

When composing a new email or replying to an email, click the arrow to the right of the trash can. You’ll see options for Insert, Save and Delete. To use a template, click the template name under Insert. You can make any needed edits to the email before sending.

Keep in mind that the selection under Save will overwrite the existing template with the subject and body of the open email.

Insert, Save or Delete Gmail Templates

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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