Gmail templates save you time by storing messages you send repeatedly
A Gmail template is a draft email you save and reuse. Instead of typing the same message over and over — whether it's a weekly status report, a standard customer response, or a meeting request — you open the template, fill in the specific details, and send. Gmail stores templates in your Drafts folder and lets you insert them with two clicks.
Templates work best for messages with a consistent structure but changing details. A template for "request time off" might have the date and reason blank each time. A template for "welcome new team member" might keep the greeting and sign-off but change the person's name and start date. You can create as many templates as you need, and each one stays available until you delete it.
Key Takeaways
- Create a template by writing a draft email, clicking the three-dot menu, and selecting "Save draft as template" — the template then appears in your Drafts folder.
- Insert a saved template by clicking the three-dot menu in a new compose window and choosing "Templates," then the template name.
- Templates preserve formatting, links, and attachments, so you can build complex messages once and reuse them exactly.
- 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.
How to create a template from a draft email
Start by composing a new email in Gmail. Write the message exactly as you want it to appear most of the time — include the subject line, greeting, body text, sign-off, and any formatting or links. Leave blank only the parts that will change each time you use it (like a person's name, a date, or a specific request).
Once the draft is written, look for the three-dot menu icon at the bottom of the compose window. Click it and 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." Click "Save," and the template is now stored in your Drafts folder.
If you have already saved a template and want to update it, open the template from Drafts, make your changes, click the three-dot menu again, and select "Save draft as template." When Gmail asks for a name, type the exact same name as before. Gmail will ask if you want to replace the old version — click "Replace," and your updated template is now saved.
How to use a template when composing a new email
Open a new compose window in Gmail by clicking the "Compose" button. In the compose window, click the three-dot menu at the bottom. Select "Templates," and a list of all your saved templates will appear. Click the template you want to use, and Gmail will fill in the entire message — subject line, body, formatting, and any attachments.
Now fill in the specific details that change: the recipient's name, the date, the particular request, or any other variable information. Review the message to make sure everything is correct, then send it as you normally would. The template itself stays unchanged in your Drafts folder, ready to use again.
What templates can and cannot do
Templates preserve everything you put in them: bold text, italics, links, bullet points, images, and file attachments. If you attach a file to a template, that same file will be attached every time you use the template — useful for forms or documents you send with every message. Formatting stays exactly as you saved it, so you do not have to reformat the same message each time.
Templates do not automatically fill in the recipient's email address or personalize information like their name — you type those in each time. Templates also do not send automatically; you must open the template, review it, and click Send yourself. If you need a message to go out on a schedule without your action, you would use Gmail's "Schedule send" feature instead, which is separate from templates.
Common templates that save the most time
Weekly or monthly status reports are ideal for templates because the structure stays the same but the dates and accomplishments change. A template might read: "Hi [Manager name], Here is my status for the week of [date]. Completed: [list]. In progress: [list]. Blockers: [list]. Thanks, [Your name]." You fill in the bracketed sections each week and send.
Customer or client responses work well as templates too. If you answer the same questions repeatedly — about pricing, shipping, refunds, or how to use a product — save a template for each common question. You can then personalize it with the customer's name and specific details without retyping the whole answer.
Meeting requests, interview confirmations, and onboarding messages are also good candidates. Any message where the core content stays the same but a few details change is a template waiting to happen. The more often you send a similar message, the more time a template saves you.
How to organize templates so you can find them
Gmail does not have folders for templates, but you can organize them by naming them clearly. Use a consistent naming system: "Weekly — Status Report," "Customer — Refund Question," "Onboarding — Welcome Email." The category first, then a dash, then the specific use. When you open the Templates menu, they will appear in alphabetical order, making related templates straightforward to spot.
If you have many templates, keep a list in a document or note app with the template name and what it is for. This is especially useful if you share Gmail access with a team or if you create templates you use only occasionally and might forget about. A short list takes seconds to scan and reminds you which templates exist.
Delete templates you no longer use. Open the template from your Drafts folder, click the delete button (trash icon) at the bottom of the compose window, and confirm. Removing old templates keeps your Templates menu shorter and easier to navigate.
Frequently Asked Questions
Can I use templates on Gmail on my phone?
Templates work on the Gmail mobile app, but the process is slightly different. Compose a new email, tap the three-dot menu, and look for "Templates." If you do not see the option, you may need to update the app. The desktop version of Gmail offers more template features, so if you create templates often, the computer is the easier place to set them up.
What happens if I edit a template after I have already sent it?
Editing a template does not change emails you have already sent. The template is just a draft stored in your Drafts folder. Once you send an email based on that template, the sent message is separate and stays exactly as you sent it. Only new emails you compose using the updated template will include the new changes.
Can I share templates with my team?
Gmail templates are personal to your account and cannot be shared directly. If your team needs the same templates, each person can create their own copy by following the same steps. You can also send a team member the template text in an email, and they can paste it into their own template. Some organizations use shared documents or email signature services for team-wide message standards.
Is there a limit to how many templates I can create?
Gmail does not publish a hard limit on the number of templates you can save. In practice, most people find that 10 to 30 templates cover their regular needs. The more templates you create, the longer the Templates menu becomes, so keeping only the ones you actually use makes the feature more practical.