Mastering Productivity with Gmail Templates: A Comprehensive Guide

Are you looking for ways to optimize your email communication and make your daily tasks more efficient? Look no further than Gmail Templates, a powerful feature designed to save time and streamline your email workflow.

Unlock the true potential of your Gmail account and revolutionize your email communication with our comprehensive guide on “Mastering Productivity with Gmail Templates.”

gmail templates
Gmail Templates

In this in-depth blog, we delve into the world of Gmail Templates, exploring how this powerful feature can help you save time, streamline your email workflow, and enhance overall productivity.

Discover step-by-step instructions on creating and using Gmail Templates effectively, allowing you to craft pre-defined responses for various scenarios.

We’ll show you how to customize templates with formatting options, insert images and logos, and include hyperlinks to create visually engaging and informative emails.

Whether you’re a business professional managing client inquiries, a team member responding to repetitive queries, or someone looking to organize personal communications, Gmail Templates has something for everyone.

Say goodbye to typing the same responses repeatedly, and welcome an effortless way to handle emails with precision and efficiency.

How to Create Gmail Templates:

To leverage the full potential of Gmail Templates and streamline your email communication, follow these detailed and pointed steps…

  1. Access Your Gmail Account: First, log in to your Gmail account using your credentials.
  2. Access Gmail Settings: In the top-right corner of the Gmail interface, you’ll find a settings gear icon. Click on it to access a drop-down menu. From the options presented, select “See all settings” to navigate to the comprehensive Gmail settings page.
  3. Locate the Templates Section: Within the Gmail settings page, locate the “Advanced” tab on the right-hand side and click on it. Scroll down to find the “Templates” section, where you’ll enable this valuable feature.
  4. Enable Templates: Make sure to toggle the switch to enable templates. This step is crucial, as it activates the Gmail Templates feature, allowing you to create and use templates effectively.
  5. Save Your Changes: After enabling templates, remember to click on the “Save Changes” button at the bottom of the settings page to apply your modifications.
  6. Creating a New Template: To create a new template, either compose a new message or open an existing one that you wish to use as a template. Craft the content of the email as you would for a regular message, ensuring it contains the response you want to save for future use.
  7. Access Template Options: Once your message is ready, click on the three dots icon (more options) located in the lower-right corner of the email composition window. A menu will appear with various options.
  8. Save Draft as Template: From the options menu, choose “Templates,” followed by “Save draft as template,” and then select “Save as new template.” This action will prompt Gmail to save your current email as a template for future use.
  9. Assign a Descriptive Subject Line: Upon selecting “Save as new template,” Gmail will prompt you to assign a subject line for the template. Choose a descriptive and relevant subject line that will help you identify the template easily when using it later.
  10. Save Your Template: Once you’ve entered the subject line, click “Save,” and your newly created template is now saved and ready to be utilized for efficient email communication.

By following these detailed steps, you can make the most of Gmail Templates, saving time and effort while enhancing your overall productivity.

Unlocking the Full Potential of Gmail Templates:

While Gmail Templates can simplify basic text responses, it offers far more capabilities. Experiment with various formatting options, such as changing font styles, colors, and sizes.

Additionally, you can incorporate images, logos, and hyperlinks to create visually appealing and informative templates.

If you frequently send emails containing specific attachments, Gmail Templates allows you to attach files directly to the templates, saving even more time.

Tailoring Templates to Your Needs:

Adapting templates to suit different scenarios is key to maximizing their potential. Consider various aspects of your life where Gmail Templates can play a significant role.

For business professionals, templates can be utilized for customer inquiries, sharing product information, providing pricing details, or delivering updates to clients.

In personal life, you can create templates for responding to family and friends, organizing events, or sharing useful resources.

Tips for Effective Template Usage:

  1. Customization: Always ensure the subject line accurately represents the content of the email for clarity and relevance.
  2. Organization: Create a well-structured library of templates to quickly access the most frequently used responses.
  3. Regular Review: Periodically review and update your templates to reflect any changes in information or branding.
  4. Collaboration: Share templates with colleagues or team members to maintain consistency in communication across your organization.

Automating Responses with Canned Responses:

In addition to creating and using Gmail Templates, you can further streamline your email communication with Gmail’s Canned Responses.

Canned Responses are pre-written email replies that can be quickly inserted into your emails without needing to access the templates section.

To enable Canned Responses, go to the “Advanced” tab in the Gmail settings and activate the “Canned Responses” feature.

Gmail Templates Greyed Out

If Gmail Templates are greyed out or Gmail Templates Not Showing and you are unable to access or enable them, there could be a few reasons for this issue. Here are some common causes and troubleshooting steps to resolve the problem:

  1. Gmail Version: Ensure that you are using the standard Gmail version and not a customized or third-party version that might not support Gmail Templates.
  2. Workspace (Formerly G Suite) Account: If you are using a Google Workspace (formerly G Suite) account, the availability of certain features, including Gmail Templates, can be managed by the organization’s administrator. Check with your IT department or administrator to see if the feature has been disabled for your account.
  3. Labs Feature: In some cases, Gmail Templates might be available as an experimental feature under the “Labs” section in Gmail settings. To access Labs, go to Settings > See all settings > Labs. Look for the “Canned Responses” feature and ensure it is enabled.
  4. Browser Compatibility: Ensure you are using a compatible web browser. Gmail Templates should work well on popular browsers like Google Chrome, Mozilla Firefox, Safari, and Microsoft Edge. Try accessing Gmail on a different browser to see if the issue persists.
  5. Browser Extensions: Some browser extensions or add-ons may interfere with Gmail’s functionality, including Templates. Try disabling any extensions that could potentially affect Gmail and see if the Templates become accessible.
  6. Clear Cache and Cookies: Clearing your browser’s cache and cookies can sometimes resolve issues related to website functionality. Try clearing your browser’s cache and cookies and then reopen Gmail to check if Templates are available.
  7. Mobile App Limitations: If you are trying to access Gmail Templates through a mobile app, note that the feature might have limitations or may not be available on certain devices or platforms. Try using Gmail Templates on a desktop or laptop computer to see if it works correctly.

If none of the above solutions resolve the issue and Gmail Templates remain greyed out, it’s possible that the feature is temporarily unavailable due to server issues. In such cases, it is best to wait for a while and try again later.

If the problem persists and you believe it’s not related to any of the above factors, you may want to reach out to Google Support for further assistance. Provide them with the details of the issue and steps you’ve taken to troubleshoot so they can investigate and offer appropriate solutions.

How to Edit Gmail Templates?

Editing Gmail templates is a straightforward process. Once you have created a template, you can easily modify its content, subject line, or any other aspect as needed. Here’s how to edit Gmail templates:

  1. Access Gmail Settings: Sign in to your Gmail account and click on the settings gear icon located in the top-right corner of the Gmail interface.
  2. Go to “See all settings”: From the drop-down menu, select “See all settings” to access the comprehensive Gmail settings page.
  3. Navigate to “Templates”: Within the Gmail settings page, locate the “Advanced” tab on the right-hand side, and click on it. Scroll down to find the “Templates” section.
  4. Access Template Options: Under the “Templates” section, you’ll see the list of your existing templates. To edit a specific template, click on the template you want to modify.
  5. Edit Template Content: Once you click on the template, it will open in the email composition window. Here, you can edit the content of the template just like you would edit a regular email. Modify the text, add or remove information, or make any necessary changes to the template’s content.
  6. Edit Subject Line: To edit the subject line of the template, click on the subject line field, and you can change it to a more descriptive title.
  7. Save Your Changes: After making the desired edits to the template, click on the three dots icon (more options) in the lower-right corner of the email composition window. From the menu that appears, select “Templates” > “Save draft as template” > “Update template.” Gmail will prompt you to confirm the update; click “Update” to save your changes to the template.
  8. Confirmation Message: Once the template is updated, you should see a confirmation message at the bottom of the window indicating that the template has been saved successfully.

Your Gmail template is now edited and ready for use with the updated content. You can access this template again by clicking on the three dots icon (more options) in the email composition window, selecting “Templates,” and then choosing your edited template from the list.

Editing Gmail templates allows you to keep your responses up-to-date and tailor them to specific situations, making your email communication even more efficient and effective.


With the power of Gmail Templates and Canned Responses at your disposal, you can revolutionize the way you handle emails and significantly boost your productivity.

Whether you’re managing a business or juggling personal affairs, these features offer endless possibilities for saving time and effort. This could be one of the best digital tool for improving your productivity and reducing work load.

By customizing and optimizing your templates, you can efficiently handle repetitive tasks and focus on more critical aspects of your day.

Embrace the full potential of Gmail Templates and Canned Responses, and watch as your email communication becomes smoother, faster, and more effective than ever before.

Share this comprehensive guide with your peers, and together, let’s embark on a journey towards enhanced productivity and reduced workload.