Getting caught up in repetitive email tasks can really drain your energy and enthusiasm.

You can free up time and get a productivity boost by mastering Gmail templates. Curious how? Read on to learn more.

What is a Gmail template?

Gmail templates are saved, pre-drafted emails that can be sent as is or inserted into a message you're composing. 

Think of them like your email signature — you only have to write it once instead of re-typing all your information at the end of every message. Email templates work the same way.

Why should you use Gmail templates?

Email templates are ideal for common situations that need consistent responses.

For instance, let's say you're in charge of your company's internship program. You send an introduction to the interns at the start of each semester to provide them with the information they'll need. Writing this message over and over would be incredibly tedious.

With Gmail templates, you can save this vital email and simply send it to each new intern with the click of a button. You can also personalize each email, using your template as the foundation and adding details. Either way, it will still save you time.

Templates are also valuable in customer-facing roles. A pre-set message acknowledging that you've received someone's email is a great way to deter endless follow-ups.

You can also use multiple templates. That way, if certain inquiries require a standard response, you can have it written and ready to send as each new case arises. 

How to create Gmail templates

Before we dive into creating Gmail templates, it's worth noting two limitations. The first is that you can only enable templates or compose a new template on desktop. The second is that when you delete an existing template, you cannot recover it.

With that in mind, here are the steps to turning on templates, creating your own, and inserting them into a message:

Turn on Gmail templates

1. Open your Gmail account on your computer.
2. Access your Gmail settings by clicking the gear icon in the top right corner. Select "See all settings."
3. At the top of that list, click on "Advanced."
4. In the templates section, select "Enable."
5. Then, at the bottom, select "Save changes."

Create, edit, or delete a template

1. Open your Gmail account on your computer.
2. In the top left, select "Compose." This will open the compose window.
3. Once you're in the compose window, enter your template text.
4. When you're done, click "More options" and then "Templates" at the bottom of the compose window.
5. To create a new template, click "Save draft as template," then "Save as new template."
6. To change a saved template, click "Save draft as template." Then, choose a template under "Overwrite template." Save again.
7. If you want to delete a template, simply click "Delete template" and choose the one you wish to delete. 
8. Congratulations! Your template is now in your Google Workspace.

Insert your template

1. Open Gmail on your computer.
2. Click "Compose" in the top left to start writing a new message.
3. At the bottom of the compose window, click "More options" and then "Templates."
4. Under "Insert template," choose the one you wish to use. The name of the template is key here, especially if you have multiple. Make sure you know which one you've selected.
5. Compose the rest of your message, then send it.

What are other ways to save time on email?

As we've discussed, email templates are incredible tools for streamlining your workflow and saving time. WithSuperhuman’s Snippets, you can insert commonly used phrases, paragraphs, or whole emails with a simple keyboard shortcut.

But they aren't the only way to make managing your inbox less stressful. Consideringmany professionals spend as much as 28% of their workday sending and reading emails, it's worth learning the core habits to save time in your inbox.

Keep your inbox organized

The more organized your inbox is, the easier it is to stay focused on what matters.

Superhuman offers Split Inbox — you can organize emails into custom views and workstreams, then process similar messages together. This makes it easier for you to collaborate with team members and stay on top of your messages.

Save time writing replies

Gmail templates can be incredibly useful, but canned responses are hardly personal. Whether you're dealing with colleagues or customers, getting personal with people matters.

Rather than sending the same follow-up message to every person who reaches out, try Superhuman's Instant Reply. With Instant Reply, we show three draft replies under each conversation. You simply edit, then send — sometimes, you don't even edit.

Fly through your inbox with AI

If you receive a lot of emails, it takes effort to sift through your inbox and figure out what's most important and why.

With Superhuman's Auto Summarize, you'll see a one-line summary above every conversation. As new emails arrive, it updates instantly. It's there when you want it and out of the way when you don't.

Wrapping up

Using Gmail templates can help you save time on repetitive tasks so you can focus on what matters most. 

Superhuman is the most productive email app ever made. Get started now and save more than four hours every single week.