Gmail templates let you save a message you write once and send it again without retyping

A template in Gmail is a draft email you save and can insert into new messages whenever you need it. You write the subject line, body text, formatting, and any attachments once. Then instead of starting from scratch each time you send the same message, you open the template, make any changes you need, and send it. Gmail stores your templates in your Drafts folder and makes them available from the Compose window.

Templates work best for messages you send regularly: weekly status reports to your manager, standard responses to customer questions, meeting agendas, or emails with the same greeting and closing. You can create as many templates as you need, and each one stays available until you delete it.

Key Takeaways

  • You create a template by writing a message in Gmail's Compose window, then clicking the three-dot menu and selecting "Save draft as template."
  • Templates appear in your Drafts folder and can be inserted into new messages from the three-dot menu in Compose.
  • You can edit a template by opening it from Drafts, making changes, and saving it again with the same name to overwrite the old version.
  • Templates include everything you save: subject line, body text, formatting, links, and attachments.

How to create your first template

Open Gmail and click the Compose button in the top left. Write out the message exactly as you want it to appear when you use it later — include the subject line, body text, any formatting like bold or italics, and any attachments or links you always include.

Once the message is written, click the three-dot menu icon at the bottom of the Compose window (it looks like three vertical dots). A dropdown menu appears. Select "Save draft as template." A small window opens asking you to name the template. Give it a clear, specific name like "Weekly Status Report" or "Customer Inquiry Response" so you can find it easily later. Click "Save" and the template is stored.

Where templates are stored and how to use them

Your templates live in your Drafts folder. You can see them listed there alongside any actual drafts you are working on. When you want to use a template, open a new Compose window and click the three-dot menu again. This time, select "Templates" and then choose the template you want. Gmail inserts the entire saved message — subject, body, formatting, and attachments — into your new message.

From there, you can edit anything you need to change. If the template says "Hi [Name]," you can type in the actual name. If it includes a date or a specific project detail, update that. Then send the message as you normally would. The template itself stays unchanged in your Drafts folder, ready to use again.

Editing and updating an existing template

To change a template, go to your Drafts folder and open the template you want to edit. Make whatever changes you need — reword a sentence, add new information, remove outdated details, or change the formatting. When you are done, click the three-dot menu and select "Save draft as template" again. Gmail asks if you want to replace the existing template with the same name. Click "Replace" and the updated version is saved.

If you want to keep both the old and new versions, give the updated template a different name instead. This is useful if you have slight variations of the same message — for example, "Customer Inquiry Response — Technical Issue" and "Customer Inquiry Response — Billing Question."

What you can and cannot include in a template

Templates preserve almost everything you save: subject line, body text, bold and italic formatting, links, bullet points, numbered lists, images, and file attachments. If you attach a file when you create the template, that same file will be attached every time you use it — useful for documents you send with every message.

One limitation: templates do not include recipient addresses. You have to type in the "To," "Cc," or "Bcc" fields each time you use a template. This is intentional — it prevents you from accidentally sending a message to the wrong person. You can type the address, start typing a name to see contacts, or paste an address from somewhere else.

Organizing templates when you have many

If you create templates regularly, your Drafts folder can get crowded. Gmail does not have a built-in folder system for templates, but you can keep them organized by using clear naming. Start each template name with a category: "Weekly — Status Report," "Customer — Billing Question," "Internal — Meeting Agenda." When you open the Templates menu, they appear in alphabetical order, so related templates group together.

Another approach is to add a label to your templates so they are easier to spot in Drafts. Open a template, click the label icon (it looks like a tag), and create or select a label like "My Templates." You can then filter your Drafts by that label to see only your templates and not your actual work-in-progress drafts.

Deleting a template you no longer need

To remove a template, open it from your Drafts folder and click the delete button (trash icon) at the bottom of the message. Gmail moves it to Trash. If you delete it by mistake, you can recover it from your Trash folder for 30 days. After 30 days, Gmail permanently deletes it.

You can also delete a template by right-clicking it in your Drafts folder (on a computer) and selecting "Delete," or by opening it and using the trash icon. Either way works the same.

Frequently Asked Questions

Can I use the same template on my phone or tablet?

Yes. Templates sync across all your devices because they are stored in your Gmail account. Open the Gmail app on your phone, start a new message, tap the three-dot menu, select "Templates," and choose the one you want. The process is the same as on a computer.

What happens if I edit a message after I insert a template?

The changes you make exist only in that one message. The original template stays the same in your Drafts folder. You can edit the message as much as you want without affecting the template.

Can I share a template with someone else?

Gmail does not have a built-in way to share templates between accounts. If you want someone else to use the same template, you can forward them the draft or copy and paste the text, and they can create their own template from it.

How many templates can I create?

Gmail does not set a limit on the number of templates you can save. You can create as many as you need, though keeping them organized becomes harder as the list grows.

Do templates work with Gmail's scheduled send feature?

Yes. You can insert a template into a message, make any edits you need, then click the arrow next to "Send" and select "Schedule send" to send it at a specific time or date.