Tip of the Week: How to Use Email Templates to Save Time and Energy

July 2, 2025

You probably have to rewrite the same messages day in and day out for internal reporting and client interactions, and it probably takes up a ton of time that would be better spent elsewhere. Furthermore, you’re probably copying and pasting, which can lead to errors and oversights that you could live without. If you’re doing this for email, then you should be leveraging templates to keep your messages consistently top-quality. Let’s go over how to set them up.

Why Use a Template?

Templates offer several benefits that you should take advantage of. For example:

Boosted efficiency, as time-consuming tasks are taken off your agenda.
Stable consistency, as messaging and branding can be established and used across the board, regardless of how many people interface with your customers.
Professional accuracy, as using a template that has already been extensively proofread and edited will help you minimize the chance that errors or typos will be made.

Here’s how you can set up templates for your email solution.

How to Start Using Email Templates

Step One: Enabling Templates

First, ensure that your template capabilities are enabled. You can do this in Gmail by going to Settings > See all settings > Advanced > Templates > Enable > Select Changes.

Step Two: Creating Templates

With templates turned on, you should be ready to make them. Select Compose like you would for any other email. Then draft your email how you would like the template to look. Use placeholders for details that might need to be changed later, like a client’s name or a specific project name.

When you’re ready, use the three-dot menu at the bottom of the compose window and hover your cursor over Templates. From here, you can Save draft as a template. Give it a name, click Save, and you’re ready to go.

Step Three: Using Templates

To start using templates, create a new message (whether a fresh email or a reply) and click the three-dot menu. Hover over Templates, then select the one you want to use. It should populate your draft. Fill in your details, then send it off to the recipient when you’re ready.

How You Can Use Templates for Your Business

Now that you know how to use templates, it’s time to put them to work.

Sales and Marketing Purposes

Scheduling and confirming meetings and appointments with clients and prospects
Sharing consistent proposals
Providing information to businesses working with yours

Customer Support

Providing answers to frequently asked questions
Delivering status updates
Confirming tickets and transactions

Project Management

Providing project updates
Collaborating with team members
Sharing meeting agendas

Human Resources

Fielding and responding to job applications
Scheduling interviews and follow-ups
Distributing onboarding materials and documents

We’re sure there are many more ways to use them, but this should serve as a sampling of what can be accomplished with them.

There Are Other Ways to Optimize with Technology

If email templates have you thinking about other ways to make better use of your technology, we’ve got news for you. This is what First Column IT is all about: helping you take full advantage of the wonders of technology. Learn more about how your business can do so by calling us at (571) 470-5594 today.

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