Whether you're responding to customer queries, following up on leads, or sending recurring updates, email templates help save time and reduce errors. But not all templates are created equal. If you're using Gmail, creating and customizing your email templates—and supercharging them with tools like Gmelius—can change how you communicate.
This guide walks you through everything you need to know about creating and optimizing custom email templates in Gmail—plus pro tips from Gmelius to scale your workflows.
What is a Custom Email Template?
A custom email template is a pre-written message that can be reused multiple times, personalized for different recipients, and adapted for various contexts.
Templates streamline repetitive communication, maintain consistency, and reduce manual work.
In Gmail, templates (previously known as "Canned Responses") can be saved and inserted into new messages in just a few clicks. With tools like Gmelius, you can take your templates further—collaborating with teammates, adding dynamic variables, and automating routine tasks.
Step-by-Step Guide to Creating a Custom Email Template in Gmail
Creating an email template in Gmail is straightforward. Let’s dive right in:
Step 1. Enable templates in Gmail
Before you can use templates, you need to enable them:
- Open Gmail and click the gear icon (⚙) > See all settings
- Go to the Advanced tab
- Find Templates and select Enable
- Click “Save Changes”
Step 2. Compose your email template
- Click Compose to start a new email
- Write the email content you’d like to save as a template
- Leave placeholders for personalization (e.g., "Hi [Name],")
Step 3. Save your template
- Click the three-dot menu (⁝) in the bottom-right of the compose window
- Go to Templates > Save draft as template > Save as new template
- Give your template a name and save it
Step 4. Insert your template when needed
- When composing a new message, click the three-dot menu
- Go to “Templates” and select the one you want to use
Step 5. Edit or delete templates
- You can overwrite templates by saving a draft with the same name
- Delete old templates through Templates > Delete template
This basic flow works well for individuals. But if you’re part of a team or want more advanced features, it’s time to integrate Gmelius.
Level Up Your Gmail Templates with Gmelius
Gmelius takes Gmail’s native templates to the next level by making them collaborative, dynamic, and easier to manage. You can:
- Share templates across your team
- Personalize them automatically using smart variables
- Access templates instantly using shortcuts
- Add images and attachments
Using an AI-powered shared inbox, Gmelius bridges the gap between manual email work and team-wide productivity. This makes email processes more scalable and consistent.
5 Pro Tips for Using Gmail Templates
Creating templates is just the beginning. If you want to achieve true email efficiency and personalization at scale, here’s how Gmelius helps you get there—while simplifying your day-to-day communication.
1. Share templates with your teammates from the Gmelius dashboard
One of the biggest productivity losses in team communication is inconsistency. With Gmelius, you can create a centralized library of templates that your entire team can access and maintain.
From your Gmelius dashboard, head to the Templates section where you can create or edit templates, and under Sharing Settings, assign access by user or by team.
This not only ensures a uniform tone and branding across all client-facing communications but also drastically reduces the onboarding time for new hires. Instead of reinventing the wheel, new team members can hit the ground running with ready-to-use, pre-approved templates.
Plus, any updates you make to a shared template get reflected instantly for everyone—keeping all communication aligned, always.
2. Quickly insert Gmelius templates using hashtags (#) and backslashes (\)
Speed matters—especially when you're handling high email volumes. Gmelius provides two ultra-fast shortcuts for inserting templates.
In the subject line, typing # instantly triggers a dropdown of relevant template suggestions, saving you from having to search manually.
It's especially handy when you categorize templates with specific keywords in their titles.
Inside the email body, typing a \ allows you to call up your full list of templates and insert them with just a few keystrokes.
This is a major time-saver for sales reps, support teams, and operations managers who need to move quickly without sacrificing message quality. Together, these shortcuts help you shave seconds (or even minutes) off every email—time that adds up quickly across a workweek.
3. Embed images into your templates from Google Drive
Emails that include visual content like charts, screenshots, or product images tend to perform better. Gmelius allows you to embed these visuals directly into your templates using your connected Google Drive account.
When creating or editing a template, simply use the Insert Image option, choose Google Drive, and select the image you need.
Whether it’s an onboarding graphic, a step-by-step tutorial, or a product comparison, embedding visuals improves clarity and makes your message more engaging. This is particularly useful in customer success and technical support emails, where showing is often more effective than telling.
Also, since the images are hosted on Google Drive, you don't have to worry about attachment size limits or formatting issues across different email clients.
4. Save templates with attachments to auto-share files each time
Let’s say you frequently send the same brochure, pricing PDF, or onboarding checklist. With Gmelius, you can attach these files directly to a template—so that each time you insert that template, the relevant file goes along with it automatically.
Just navigate to "Templates" in your Gmelius dashboard, create or edit a template, and scroll to the "Attachments" section.
This is particularly valuable for sales, legal, or HR workflows where standard documents are frequently sent. It ensures consistency, saves time, and prevents human error—like forgetting to attach a file. Plus, it adds a layer of professionalism to your communication.
5. Personalize templates using variables; Gmelius does the rest
Personalized emails yield higher engagement—and with Gmelius, personalizing your templates is incredibly efficient.
You can add smart variables like {{first_name}}, {{company_name}}, {{sender_name}}, and more.
These dynamic fields pull the right data automatically when the email is inserted, meaning you no longer have to manually tweak each message.
For instance, a customer success manager can send a thank-you email after a call with details like the client's name is already pre-filled. Or a sales rep can reach out to dozens of leads, each receiving a message that feels tailored—without spending hours editing.
Used correctly, smart variables help maintain the human touch even in large-scale outreach campaigns. It's automation without sounding automated—and that's the sweet spot.
Conclusion: How Custom Templates Help You Scale
Custom email templates offer much more than convenience. They are central to any well-oiled communication strategy. With Gmail, you get the basics. With Gmelius, you unlock powerful enhancements that bring automation and collaboration into the picture.
By investing a few minutes into setting up custom email templates, your team can save hours down the line, reduce manual errors, and respond to stakeholders with clarity and confidence. The end result? A better experience for your team and your recipients alike, where email becomes a tool for impact—not a drain on productivity.
Ready to take templates to the next level? Try Gmelius for free.
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