How to Organize Gmail Templates, Create Templates with Attachments, and Edit Templates in Gmail

Emails are an integral part of our daily communication, and sometimes we need to send similar emails repeatedly. This is where Gmail templates come in handy. They allow you to save time and streamline your workflow by creating standardized responses for frequently sent emails. In this blog, we will explore how to organize your Gmail templates, how to create a template in Gmail with an attachment, and how to edit templates in Gmail.

1. How to Organize Your Gmail Templates

Organizing your Gmail templates ensures that you can easily find and use the ones you need. By using the built-in Gmail templates feature, you can keep your email replies consistent and categorized based on different use cases.

Steps to Organize Gmail Templates:

1. Enable Templates in Gmail: To begin using templates, you first need to enable the feature in Gmail. Follow these steps:

   • Go to Gmail and click on the gear icon in the top-right corner.

   • Select "See all settings".

   • In the settings menu, navigate to the "Advanced" tab.

   • Find Templates and click on Enable.

   • Save your changes by clicking on Save Changes at the bottom of the page.

     

     Enable Templates in Gmail

2. Create a Template: After enabling the Templates feature, you can start creating them. Here's how:

   • Open Gmail and click Compose to create a new email.

   • Write the content you want to save as a template.

   • In the email compose window, click the three vertical dots in the lower-right corner of the message.

   • From the dropdown, select Templates > Save draft as template > Save as new template.

   • Name your template so you can easily identify it later.

     

     Create a Template

3. Organize Templates: Gmail does not allow you to create folders for your templates, but you can create a naming system to keep them organized. For example:

   • Use a prefix to categorize templates (e.g., “Sales_” for sales-related emails, “Support_” for customer support emails).

   • Use clear and descriptive names so you can easily locate them when needed.

2. How to Create a Template in Gmail with an Attachment

Sometimes, you may need to send an email with a file attached, and you want to save that email as a template for future use. Here's how to create a template in Gmail with an attachment.

Steps to Create a Template in Gmail with an Attachment:

1. Compose an Email with the Attachment:

   • Open Gmail and click on Compose to create a new email.

   • Attach the file you want to include with the template. You can attach documents, images, or any other file type by clicking the paperclip icon in the email compose window.

   • Write the body of the email that will go along with the attachment.

2. Save the Email as a Template:

   • Once your email is ready with the attachment, click the three vertical dots in the lower-right corner.

   • Select Templates > Save draft as template > Save as new template.

   • Give your template a name, making sure it's easy to identify later.

3. Using the Template with Attachment:

   • The next time you need to send the same email with the attachment, click on Compose, then go to Templates and select the template you created. The email will be pre-populated with the content and attachment.

   Note: Gmail does not automatically include the attachment in the template when you delete it from the draft. You need to ensure that the file is attached before saving it as a template.

3. How to Edit Templates in Gmail

As your needs evolve, you may find that your email templates need to be updated. Editing templates in Gmail is a straightforward process.

Steps to Edit Templates in Gmail:

1. Open the Template:

   • Open Gmail and click Compose to start a new email.

   • Click on the three vertical dots in the bottom-right corner of the compose window.

   • Select Templates and choose Insert template to insert the template you want to edit.

2. Modify the Template:

   • After the template is inserted, make any changes you need to the content, subject, or attachment.

   • Once the template is updated, click the three vertical dots again.

   • Select Templates > Save draft as template > Overwrite template.

   • Choose the template you want to update and confirm that you want to overwrite it.

3. Delete a Template (If Needed):

   • If you no longer need a template, you can delete it. Click on the three vertical dots in the compose window, go to Templates > Delete template, and choose the template you wish to delete.

4. Additional Tips for Gmail Template Management

• Keyboard Shortcuts: Use Gmail’s keyboard shortcuts to quickly insert templates. Press Shift + T to insert a template.

• Template Limitations: You can create and store a maximum of 50 templates per Gmail account, so make sure to regularly review and delete outdated templates.

• Integration with Google Sheets: For even more sophisticated template management, consider using Google Sheets to organize and categorize your templates. This can be done with add-ons like Gmail Merge or using Google Apps Script.

Conclusion

Gmail templates are an excellent tool for organizing and streamlining your email responses. By following the steps outlined above, you can easily create, organize, and edit your templates, including those with attachments. Whether you're sending business emails, customer support replies, or personal communication, using templates in Gmail will save you time and effort, enabling you to focus on what matters most.