How to Use Email Templates for Productivity

Learn to create and use email templates in Gmail, Outlook, and Apple Mail to save time on repetitive messages and boost your productivity.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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 Update contact information, revise outdated processes, and delete templates you no longer use.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.