How to Use Email Templates for Productivity

Step by step

1. 2 min

   Enable templates in Gmail

   Open Gmail and click the gear icon in the top right corner. Select See all settings, then navigate to the Advanced tab. Find Templates and select Enable, then click Save Changes at the bottom of the page.

   Note: Templates in Gmail are called 'Canned Responses' in some older interface versions.
2. 3 min

   Create your first template

   Compose a new email and write your template message including subject line and body text. Use placeholders like [NAME] or [DATE] for information you'll customize later. Click the three dots menu in the compose window, select Templates, then Save draft as template and choose Save as new template.

   Note: Keep templates conversational but professional — they should sound natural when personalized.
3. 3 min

   Set up templates in Outlook

   In Outlook desktop, compose your template email and click File, then Save As. Change the file type to Outlook Template and save it to your Templates folder. To use it later, click New Items, More Items, then Choose Form and select your saved template.

   Note: Outlook web version doesn't support templates, but you can use Quick Parts for similar functionality.
4. 3 min

   Create templates in Apple Mail

   Apple Mail doesn't have built-in templates, so create a folder called Templates in your mailbox. Compose template emails and save them as drafts in this folder. When needed, open a template draft, duplicate it with Command+D, and edit the copy.

   Note: Use a consistent naming convention like 'TEMPLATE - Meeting Request' to easily identify templates.
5. 5 min

   Build a template library

   Create templates for your most common email types: meeting requests, project updates, follow-ups, out-of-office replies, and client onboarding messages. Name each template clearly and organize them by category or frequency of use.

   Note: Audit your sent emails monthly to identify new opportunities for templates.
6. 2 min

   Customize templates efficiently

   When using a template, replace placeholders with specific information first, then read through the entire message to ensure it flows naturally. Adjust the tone and add personal touches based on your relationship with the recipient.

   Note: Use keyboard shortcuts like Command+F or Ctrl+F to quickly find and replace placeholders.
7. 3 min

   Maintain and update templates

   Review your templates quarterly to ensure they remain current and effective. Update contact information, revise outdated processes, and delete templates you no longer use. Track which templates save you the most time to prioritize improvements.

   Note: Keep a master document with all your templates for easy backup and sharing across devices.