How to Use Templates in Gmail: Turn On, Save, Insert

If you answer the same three questions by email every week, Gmail templates will save you hours. You write the reply once, save it, and drop it into any new email with a couple of clicks. The feature is switched off by default and lives in a slightly hidden spot, which is why so many people never find it.

Step 1: switch templates on

1. Open Gmail on your computer.
2. At the top right, click Settings, then See all settings.
3. Click the Advanced tab at the top.
4. In the Templates section, select Enable.
5. Scroll down and click Save Changes.

Once it's switched on, the Templates option sits in the compose window's More menu. It's a setting on your Gmail account, so you only need to switch it on the once.

Step 2: save your first template

1. Click Compose.
2. Write the email you want to reuse.
3. Click More (the three dots at the bottom of the compose window), then Templates.
4. Click Save draft as template, then Save as new template.
5. Give it a name you'll recognise, like "Enquiry reply" or "Booking confirmation".

Google's help notes you can include your signature in a template, so the email's ready to go as soon as you insert it.

Step 3: insert a template into an email

1. Click Compose, or reply to an email.
2. Click More, then Templates.
3. Under Insert template, choose the one you want.
4. Edit anything personal, like the person's name, then click Send.

Edit or overwrite a saved template

To update a template, write the new version in a compose window, click More, Templates, Save draft as template, and under Overwrite Template choose the one to replace. Click Save to overwrite it. I keep mine fresh every few months, because nothing looks worse than a template mentioning an offer that ended long ago.

Gmail template menu at a glance

What you want	Where to click
Turn templates on	Settings, See all settings, Advanced, Templates: Enable
Save a new template	Compose, More, Templates, Save draft as template, Save as new template
Update a template	Compose, More, Templates, Save draft as template, Overwrite Template
Use a template	Compose, More, Templates, Insert template

The mobile app catch

This is the limit that frustrates people. Google says email templates are available only in Gmail on the web, and they aren't available in the Gmail mobile apps. So you can't save or insert a template from your phone's Gmail app. If you reply to a lot of enquiries on the move, it's worth keeping a few stock replies in a notes app as a stopgap, and saving your full Gmail templates for desk time.

Templates that work for small businesses

The best templates answer the questions people ask before they buy. Here are the ones I'd set up first:

• New enquiry reply: thanks, what you offer, the next step and a link to book a call.
• Booking confirmation: date, time, how to join or where to go, and what to bring.
• Follow-up: a friendly nudge for someone who went quiet after a proposal.
• Not a fit: a kind, short decline that points them somewhere useful.
• Onboarding: what happens next once a client says yes.

Keep every template short and leave obvious gaps, like [NAME] and [DATE], so you never send one without personalising it. A template should be a head start, not a form letter.

If you'd like help writing the wording, AI tools are good at first drafts. My guide to using Gemini in Gmail shows how to draft replies right inside your inbox.

Mistakes that make templates look lazy

A template saves time only if the person reading it doesn't feel processed. These are the slips I see most often:

• Forgetting to personalise. Leave a clear gap like [NAME] at the top so you can't miss it.
• Old details. Dates, links and opening hours go stale. Overwrite the template as soon as anything changes.
• Too long. A reply that answers one question in three paragraphs feels automated. Trim it.
• Wrong template. Name them clearly so you don't send a booking confirmation to someone who just asked a question.

Read each one back before you click Send. Ten seconds of checking keeps the personal touch that made the person email you in the first place.

Sending the same email to a group

Templates are for one email at a time. If you regularly email the same set of people, Google suggests creating a Google Group for them, so you send to one address and reach everyone. Google also mentions that Workspace Individual subscribers can create a branded email and send it to many recipients at once, which is closer to a simple newsletter.

My verdict

Turn templates on today; it takes a minute. Save your three most common replies, name them clearly and keep a [NAME] gap in each. Remember they only work on Gmail in a browser, not the app. Templates also pair well with a good sign-off, so set up a Gmail signature to include in each one.

Frequently asked questions

Why can't I see templates in Gmail?

They're off by default. Go to Settings, See all settings, Advanced, enable Templates and click Save Changes.

Can I use Gmail templates on my phone?

No. Google says email templates are available only in Gmail on the web, not in the mobile apps.

Can a Gmail template include my signature?

Yes. Google says you can include your signature when you save a template.

How do I edit a Gmail template?

Write the new version, click More, Templates, Save draft as template, then choose the template under Overwrite Template and click Save.

Where do I find saved templates?

In a compose window, click More, then Templates, and choose one under Insert template.