As custom integrators, we often find ourselves repeating the same information to different customers—whether it’s explaining a service, providing troubleshooting instructions, or following up on a quote. While it’s essential to maintain great communication, typing out similar responses repeatedly can be time-consuming. That’s where Gmail’s canned responses (also known as templates) come in.

With canned responses, you can create and save pre-written messages that can be reused in just a few clicks. Here’s how you can set up and use Gmail canned responses effectively to save time and stay professional.

Step 1: Enable Gmail Templates

Before you can create canned responses, you need to enable the Templates feature in Gmail:

Scroll to the bottom of the page and click “Save Changes.”

Open Gmail and click on the gear icon in the top right corner.

Select “See all settings.”

Navigate to the “Advanced” tab.

Find the “Templates” section and click “Enable.”

Step 2: Create Your First Canned Response

Name your template so you can easily identify it later (e.g., “Thank You Inquiry”).

Compose a new email by clicking the “Compose” button.

Type out the response you want to save as a template. For example:Subject: Thank You for Your Inquiry Body: “Hi [Customer Name],Thank you for reaching out to us about your custom integration needs. We specialize in [specific service, e.g., home theater installation, smart home setups, etc.]. Our team would be happy to discuss your project in detail and provide a tailored solution.Please let us know a time that works for you to chat further.Best regards, [Your Name] [Your Contact Information]”

Once the email is ready, click the three-dot menu in the bottom-right corner of the compose window.

Hover over “Templates” and select “Save draft as template” > “Save as new template.”

Step 3: Use a Canned Response

Send your email as usual.

When replying to an email, click the three-dot menu in the compose window.

Hover over “Templates” and choose the one you want to use.

The pre-written message will populate your email. Edit it if needed to personalize it for the recipient.