How To Clone or Create Copies of Drafts in Gmail
For many, creating a clone or copy of email drafts is a necessary part of their job. Thankfully, this is possible using email templates, a function already built-in to Gmail.
Whether you’re trying to create a generic email for automated responses to inquiries and payments or are just looking for a shortcut in your email response time, Gmail has what you’re looking for. In this article, we’ll get you started creating your own email templates on most major devices.
Email templates are a saving grace of all small business owners or those who find themselves saying the same things in the same kinds of emails. I have used them ever since I started my own businesses and they have saved me many hundreds of hours over the years.
Email templates can also make you look more professional. You can respond faster and a simple ‘Thank you for your email, one of our team will contact you directly within 24 hours’ can make a customer feel valued. Considering how easy it is to do, I highly recommend using them.
Creating Email Templates in Gmail on a PC
Gmail calls templates Canned Responses and you have to enable the feature before you can utilize them. Once done, you can create as many email templates as you like.
- Open up Gmail and log in.
- Now, select the Settings cog menu icon in the top-right of the screen.
- Next, click on See all settings.
- Now, click on Advanced.
- Then, if it isn’t already, select Enable for Templates and click Save Changes.
- Once Gmail has reloaded, click on Compose.
- Type in the text you want for your template and then click on More (the three vertical dots).
- Then, click on Templates > Save draft as template > Save as new template.
- Finally, name your template and select Save.
Creating Email Templates in Gmail on Android
Similar to the PC, you can create a template on your Android device.
- Open the Gmail app and click on the Compose button.
- Now, type in your email and click on the More button (the three vertical dots).
- Select Save draft from the dropdown menu.
Creating Email Templates in Gmail on an iPhone
You’ll need to either install an app such as Email Templates to work with Gmail or use the built-in Notes app to create email templates.
- Open the Gmail app, scroll down and click on the Compose button (the paper and pen icon).
- If you installed Email Templates, then click on the ellipsis (three horizontal dots) and select Insert from Templates by cloudHQ.
Alternatively, you can create the template using your Notes app.
- From within the created email template, click on the icon in the top-right corner of its screen and select the Gmail app.
- The note should now be loaded into the body of the email.
Using Your Email Template
Now that you have created your email template, it’s time to use it. When you receive your first opportunity to utilize the template, do this:
- Open up Gmail and click on Compose.
- Now, click on More.
- Then, go to Templates > Insert Template and choose your email template.
- Next, edit as needed and click Send.
You can also do the same thing by using Reply.
Using Your Email Template for Auto Responses
Taking the email template one step further, how about setting up a canned response as an auto-response to an incoming email. You will have to keep your canned response generic but it is a great way to acknowledge orders or queries and build a good relationship with your customer.
- Click on the icon in the Search Bar at the top of the screen.
- Now, enter your criteria for the search and select Create filter.
- Next, click on the checkbox for Send template, select the template you want to send and then click on Create filter again.
Now whenever the filter criteria is met, Gmail will send your canned response automatically. This is ideal for acknowledgements or updates and can be set to trigger in multiple ways. It is impossible for me to list them all here but you will recognize a pattern in your emails that you can use. For example, all emails send to your ‘sales@’ email address or any email containing the word ‘Order’. You get the idea.