How to Create an Email Template in Gmail?

For many years, Gmail has been one of the most popular email platforms, widely used by individuals and businesses alike. One of the great features of Gmail is the ability to create email templates, which can save you time and effort when composing repetitive emails. Whether you want to create a template for a newsletter, promotional email, or simply a common response, Gmail offers a simple and efficient way to do so. In this article, we simply explain the steps to create an email template in Gmail, allowing you to streamline your email communication and enhance your productivity.

How to Create an Email Template in Gmail

The Benefits of Using Email Templates for Professional Communication

Using email templates can greatly benefit your professional communication. Here are a few reasons why you should consider using email templates in Gmail:

Time-saving: With email templates, you can save countless hours that would otherwise be spent typing the same content repeatedly. Instead, you can simply select a pre-designed template and customize it as needed.

Consistency: Email templates help ensure that your messages are consistent in tone, formatting, and branding. This is especially important for businesses that want to maintain a professional image and provide a cohesive experience to their recipients.

Efficiency: By using templates, you can easily automate routine tasks, such as sending regular updates or responding to common inquiries. This allows you to focus your time and energy on more important tasks, boosting your overall productivity.

Personalization: While templates provide a framework, they can still be customized to include personal touches for each recipient. You can easily modify the template to address their specific needs or add a personalized greeting.

In the next section, we will outline the steps to create the basics practices for email templates in Gmail. Stay tuned!

Best Practices for Designing an Effective Email Template

Designing an effective email template requires careful thought and consideration. Here are some best practices to keep in mind:

Keep it simple and clean: Avoid cluttering your email template with excessive text or images. A clean design helps the recipient focus on the important information and enhances readability.

Use branding elements: Incorporate your company's logo, colors, and fonts into the template to maintain a consistent brand identity. This helps recipients recognize and associate your emails with your brand.

Use a clear and concise subject line: Your subject line should clearly communicate the purpose or content of the email. A well-crafted subject line increases the chances of your email being opened.

Customize for mobile devices: With the majority of people now accessing emails on their mobile devices, it's crucial to ensure your template is mobile-friendly. Optimize it for smaller screens by using responsive design techniques.

Test your template: Before using the template for your email communication, test it thoroughly to ensure it displays correctly across different email clients and devices.

By following these best practices, you can create professional and visually appealing email templates that effectively convey your message. In the next section, we will guide you through the step-by-step process of creating a basic email template in Gmail. 

Essential Steps to Create an Email Template in Gmail 

As you can see Gmail has a built-in feature that allows you to save and reuse email templates. Few people know that useful method and it may be a great way to save time and effort, especially if you find yourself sending the same types of emails on a regular basis.

To create an email template, follow these steps:

  1. Compose a new email and type out the message you want to save as a template.
  2. Click the More options button in the bottom right corner of the compose window.
  3. Select Templates > Save draft as template.
  4. In the Save as new template window, enter a name for your template and click Save.

Gmail Email Template

To use an email template, follow these steps:

  1. Click the Compose button to start a new email.
  2. Click the More options button in the bottom right corner of the compose window.
  3. Select Templates and then choose the template you want to use.
  4. The template will be inserted into the compose window. You can then edit the template as needed before sending your email.

You can also insert an email template into an existing draft email. To do this, follow these steps:

  1. Open the draft email you want to add the template to.
  2. Click the More options button in the bottom right corner of the compose window.
  3. Select Templates and then choose the template you want to insert.
  4. The template will be inserted into the email. You can then edit the template as needed before sending your email.

Saving and Organizing Your Email Templates for Future Use

Once you have designed an effective email template in Gmail, it is essential to save and organize it for future use. This saves you time and effort in creating a new template from scratch each time you send a similar type of email. Here are some tips to help you with this process:

Save the template in Gmail: After creating your email template, click on the "More options" button (represented by three dots) in the bottom-right corner of the compose window. Then, choose "Templates" and click on "Save draft as template." Give your template a name to easily find it later.

Organize your templates: To keep your templates organized, create a dedicated folder in your Gmail account for storing them. You can do this by clicking on the "Labels" tab in the left sidebar, then selecting "Create new label." Name the folder and save it.

Access and reuse templates: When you're ready to use a saved template, simply click on the "Compose" button in Gmail, and select the "Templates" option from the bottom-right corner of the compose window. Choose the relevant template from the list, and it will automatically populate the content into your new email.

By saving and organizing your email templates in Gmail, you can streamline your email communication and ensure consistency in your messaging.


In the dynamic landscape of modern business, effective communication is paramount. As professionals, we frequently find ourselves sending a multitude of emails with similar content, be it responding to inquiries, updating clients, or extending invitations. For those who may find the process complex within the Gmail ecosystem, an alternative solution beckons.

Sign in Mailsoftly, offering a user-friendly haven with simple, easy-to-use templates. If navigating Gmail's email templates proves intricate, our platform provides a seamless experience. By leveraging Mailsoftly, you can effortlessly create, save, and organize templates. This not only saves valuable time and effort but also ensures the uniformity and professionalism of your communication.

Our streamlined templates not only help in maintaining a consistent brand image but also guarantee the inclusion of vital information in every correspondence. Embrace Mailsoftly to optimize your workflow, enhance efficiency, and simplify the process of crafting impactful emails. Elevate your communication with ease – choose Mailsoftly for straightforward and effective email templates.