Gmail templates let you save a message you write once and send it again without retyping
A template in Gmail is a draft email you save and can reuse whenever you need it. Instead of writing the same message over and over — whether it's a standard response, a meeting request, or a form email to clients — you write it once, save it as a template, and pull it up in seconds. Gmail stores these templates in your Drafts folder with a special label so you can find them quickly.
Templates work best for messages you send regularly in the same format: weekly status reports, customer inquiries you answer the same way, event invitations, or follow-up emails. You can edit a template each time you use it, so the text doesn't have to be identical — just the structure and most of the content stays the same.
Key Takeaways
- You create a template by writing an email, clicking the three-dot menu, and selecting "Save draft as template" — Gmail then stores it in your Drafts folder.
- To use a template, start a new email, click the three-dot menu, choose "Templates," and pick the one you want; Gmail fills in the subject and body so you can edit and send.
- You can edit or delete a template by opening it from Drafts, making changes, and saving it again with the same name to overwrite the old version.
- Templates save time only if you use them regularly; if you send a message once a year, the time to find and edit the template may not be worth it.
How to create and save your first template
Open Gmail and click "Compose" to start a new email. Write the message you want to reuse — include the subject line, greeting, body text, and any closing you use every time. You can leave blanks or brackets like [Client Name] or [Date] where you'll fill in different information each time you use it.
Once the email is written the way you want it, click the three-dot menu icon at the bottom of the compose window (it looks like three vertical dots). A dropdown menu appears. Select "Save draft as template." Gmail will ask you to name the template — use a clear, short name like "Weekly Status Report" or "Customer Thank You" so you recognize it later. Click "Save template" and you're done. The email closes and Gmail stores the template in your Drafts folder.
If you already have a draft email sitting in your Drafts folder that you want to turn into a template, open that draft, click the three-dot menu, and select "Save draft as template." Same process, same result.
How to use a template when you're ready to send
Click "Compose" to start a new email. Instead of typing, click the three-dot menu at the bottom of the compose window and select "Templates." A submenu appears showing all your saved templates. Click the one you want to use. Gmail fills in the subject line and body text from your template.
Now edit the message as needed — change the name, date, or any other details that are different this time. The template gives you the structure and standard text; you customize it for this specific email. Once you've made your changes, click "Send" as you normally would.
If you use Gmail on your phone or tablet, the template feature works the same way. Tap "Compose," tap the three-dot menu, tap "Templates," and choose the one you want.
How to change or delete a template
Templates live in your Drafts folder, so you can edit them there. Go to your Drafts folder and find the template you want to change. Open it and make your edits — change the wording, add new sections, remove outdated information, whatever you need. When you're done, click the three-dot menu and select "Save draft as template" again. If you use the same name, Gmail overwrites the old version with your new one.
To delete a template, open it from Drafts, click the trash icon at the bottom of the compose window, and confirm. The template is gone and won't show up in your Templates list anymore.
If you want to keep the old version and create a new variation, save it with a different name instead — for example, "Customer Thank You — Short" and "Customer Thank You — Long." That way you have both options available.
What templates work best for
Templates save the most time when you send the same type of message at least once a week or more. A weekly team update, a monthly invoice reminder, or a standard response to a common question are all good candidates. The more often you use a template, the more time you save by not retyping.
Templates are less useful for one-off messages or emails you send once a year. The time to find the template, open it, and edit it might take longer than just writing a fresh email. Use templates for the messages that are truly repetitive.
You can also use templates to enforce consistency across your team. If you manage a group that sends similar emails to customers or clients, you can create templates with your company's standard language, tone, and formatting, then share the template names with your team so everyone uses the same structure.
Common template mistakes and how to avoid them
The biggest mistake is saving a template with specific information in it — like a real client name, a real date, or a real account number — and then forgetting to change it the next time you use it. Before you save something as a template, replace any specific details with placeholders like [Client Name], [Invoice Date], or [Account Number]. That way you won't accidentally send the wrong information to the wrong person.
Another common problem is creating too many templates and forgetting which one to use. If you have 20 templates with similar names, you'll waste time scrolling through them. Keep your template list short and use clear, specific names. Delete templates you haven't used in six months.
Finally, remember that templates are stored only in the Gmail account where you created them. If you use Gmail at work and Gmail for personal email, your work templates won't show up in your personal account, and vice versa. If you need the same template in multiple accounts, you'll need to create it in each one.
Frequently Asked Questions
Can I add attachments to a template?
No — Gmail templates save only the subject line and body text, not attachments. You'll need to add any files each time you use the template. If you send the same attachment regularly, consider storing it in Google Drive and adding a link to the template instead.
Can I share a template with someone else?
Not directly — templates are private to your Gmail account. If you want a coworker to use the same template, you can copy the text, send it to them, and they can create their own template in their account. Some teams use Google Docs or a shared document to store standard email text instead.
What if I accidentally delete a template?
If you deleted it recently, check your Trash folder — you may be able to restore it. Open Trash, find the draft, and move it back to Drafts. If it's been more than 30 days, Gmail has permanently deleted it and you'll need to recreate it.
Can I organize templates into folders?
Gmail doesn't have a built-in folder system for templates, but you can use naming to organize them — for example, "Customer — Thank You," "Customer — Complaint Response," "Internal — Weekly Update." That way related templates appear together when you scroll through your Templates list.
Do templates work the same way on Gmail's mobile app?
Yes — the process is identical on phones and tablets. Tap Compose, tap the three-dot menu, tap Templates, and choose the one you want. You can also create and edit templates on mobile the same way you do on a computer.