How to Create Email Templates in Gmail and Reuse Them

If you regularly send the same instructions, follow-ups, quotations, or support replies, Gmail templates can save the message body so you can insert it into a new email in a few clicks. Unlike copying an old sent message, a template gives you a clean starting point that you can personalize before sending.

Gmail’s standard message templates are available only in Gmail on a computer, not in the Android or iPhone Gmail apps.

What Gmail email templates are

A Gmail template is reusable email content stored inside your account. It works well for messages whose core information rarely changes, such as:

• Meeting follow-ups
• Frequently requested instructions
• Project status updates
• Application acknowledgements
• Customer service responses
• Introductions and outreach messages

You can insert a template, change names or details, add attachments, and review the message before sending. Gmail can also use a template as an automatic response when paired with a filter, but that requires careful search criteria.

How to enable templates in Gmail

1. Open Gmail in a desktop browser.
2. Click the Settings gear in the top-right corner.
3. Select See all settings.
4. Open the Advanced tab.
5. Find Templates and select Enable.
6. Scroll to the bottom and click Save Changes.

Gmail reloads after saving. If Templates does not appear in the compose menu immediately, refresh the page or close and reopen the browser tab.

How to create an email template in Gmail

1. Click Compose.
2. Write the reusable content in the message window.
3. At the bottom of the compose window, click More options (the three-dot icon).
4. Choose Templates.
5. Select Save draft as template.
6. Choose Save as new template.
7. Enter a clear template name and save it.

Use a name that describes the purpose, such as “Meeting follow-up,” “Document request,” or “Weekly status update.” Specific names make the right template easier to find later.

What to include in a reusable template

Keep the fixed information in the template and mark anything that must change. Simple placeholders such as [First name], [Date], [Project], and [Next step] are easy to spot before sending.

Avoid saving confidential information, account numbers, passwords, or details belonging to one recipient. Templates are designed for repeated use, so personal data can easily be sent to the wrong person if it is left in the message.

How to insert a Gmail template

1. Click Compose or open a reply window.
2. Click More options at the bottom.
3. Open Templates.
4. Under Insert template, select the template name.
5. Replace every placeholder and add any message-specific information.
6. Check the recipient, subject, attachments, and tone before sending.

The template content is inserted into the compose window, where it remains fully editable. Inserting a template does not send the message automatically.

How to edit an existing Gmail template

Gmail updates a template by overwriting it:

1. Open a new compose window.
2. Insert the existing template.
3. Edit the content until it is correct.
4. Click More options > Templates > Save draft as template.
5. Under Overwrite Template, select the template you are updating.
6. Confirm the save.

Double-check the selected name before confirming. Choosing a different template under Overwrite Template replaces that template’s content.

How to delete a Gmail template

1. Open a compose window.
2. Select More options > Templates.
3. Choose Delete template.
4. Select the template you want to remove.
5. Click Delete.

Google warns that a deleted template cannot be recovered. If the wording may be useful later, copy it to a document before deleting it.

How to send a Gmail template automatically with a filter

A filter can send a saved template when a new message matches defined criteria. This can be useful for a tightly controlled acknowledgement, but broad rules can send replies to unintended messages.

1. Create and save the template first.
2. Click Show search options in Gmail’s search box.
3. Enter precise criteria, such as a dedicated recipient address, sender, or exact subject phrase.
4. Click Search to preview which messages match.
5. Return to the search-options panel and click Create filter.
6. Select Send template.
7. Choose the correct saved template.
8. Click Create filter.

Test the filter using a separate email address before relying on it. Review it periodically under Settings > Filters and Blocked Addresses, especially if addresses, forms, or subject lines change.

When not to use an automatic template reply

Avoid automated replies for situations that require judgment, privacy checks, account verification, complaints, urgent requests, or sensitive personal information. A normal template that you review manually is safer for those messages.

Templates vs drafts, signatures, layouts, and vacation replies

• Template: reusable message content inserted when needed.
• Draft: one unfinished email, usually intended for a specific recipient or conversation.
• Signature: contact or identity information automatically added to messages.
• Email layout: a branded visual design available with certain Google Workspace editions.
• Vacation responder: a date-based automatic out-of-office reply.

Use a template for repeated message content and a signature for the standard information that should appear at the end of many emails. Do not recreate an out-of-office system with filters when Gmail’s vacation responder better matches the task.

Gmail templates missing or not working? Try these fixes

Use Gmail on a computer

Google states that message templates can only be enabled and used from Gmail on a computer. The option does not appear in the standard Gmail mobile apps.

Confirm Templates is enabled

Go back to Settings > See all settings > Advanced. Confirm that Templates is enabled and that you clicked Save Changes at the bottom.

Look in the compose window’s More options menu

The Templates menu is inside the three-dot menu at the bottom of a compose or reply window. It is not normally displayed as a separate button in the main inbox toolbar.

Try a normal browser window

If the menu still fails to appear, reload Gmail, disable browser extensions that modify email composition, or test in a private window. Then sign in and check the Advanced setting again.

Check work or school restrictions

On a managed Google Workspace account, an administrator may control features or browser behavior. Try the account’s approved browser or ask the administrator if the option is unavailable throughout the organization.

Tips for safer, more useful templates

• Use visible placeholders for every variable detail.
• Keep one purpose per template.
• Use plain, direct language that is easy to personalize.
• Check attachments manually; templates do not guarantee that a referenced file is attached.
• Review links and dates regularly.
• Read the final email before sending—even when the template is familiar.
• Remove outdated templates so the menu stays manageable.

After preparing a reusable message, you can use our guide to schedule the Gmail email for the right time. If your inbox needs better organization, learn how to automatically label Gmail messages with filters.

Frequently asked questions

Are Gmail templates free?

Standard Gmail message templates are available through Gmail on the web. Some visually branded email layouts are separate features tied to eligible Google Workspace editions.

Can I create Gmail templates on an iPhone or Android phone?

No. Google’s current help page says message templates can only be enabled and used from Gmail on a computer.

Can I use a template in a reply?

Yes. Open the reply composer, select More options > Templates, and insert the saved template. Review the wording so it fits the conversation.

Can Gmail templates include formatting?

Templates can preserve message content and common formatting used in the Gmail compose window. Always insert and preview the template before sending, particularly after changing fonts, lists, or links.

Can a Gmail filter send a template automatically?

Yes. Google provides a Send template action when creating a filter. Use precise criteria, preview matching messages, and test the filter before depending on it.

Can I recover a deleted Gmail template?

No. Google warns that deleted templates cannot be recovered.

Conclusion

Enable Templates under Gmail’s Advanced settings, write the reusable content in a compose window, and save it through More options > Templates. Insert it whenever needed, replace all placeholders, and review the final message. For automatic replies, pair a template with a narrowly defined filter only after testing the rule carefully.

Featured image: Photo by Vitaly Gariev on Unsplash.

Sources: Gmail Help: Create a template, Gmail Help: Create rules to filter emails, and Gmail Help: Vacation responder.