Gmail’s predesigned responses can save you valuable time and make it easier for you to keep your inbox up to date. Find out how. One of the things that consume me the most time at work is email. No matter how hard I try to get my mailbox to inbox zero, as soon as I turn around, I have fifty or a hundred new emails to process. Tools like Unroll.me have helped me a lot to control that constant avalanche, but one of the things that have been most useful to me is the use of predesigned responses or templates in Gmail.
These templates are basically drafts that you create yourself according to the circumstances that are most repeated in your daily use of email, and that when saved as a predesigned response they become easily accessible and allow you to insert them with a few clicks in any new email. The ideas that we bring you today are just some of the most common ways to use them, but you can identify what those emails are that you are writing over and over again, wasting your valuable time when you could shorten the process easily.
How To Create Predesigned Responses
The first requirement for using predesigned responses is to enable the option in Labs (for reasons I don’t understand, templates are still a kind of “experimental option” at this point). “Labs” is located in the Gmail settings, and the predesigned reply option is one of the first on the list.
Once we have enabled and saved these settings, we go to the main Gmail screen and open a new draft, where we will write our first predesigned response. When it is ready, we click on the options menu (the arrow in the lower right corner) and choosing the option “Predesigned answer”, we save our draft, to which we must assign a name that makes it easy for us to recognize it. To this same menu, but choosing the “insert” option, we will go when we want to use one of these templates.
Best Ideas For Using Gmail’s Predesigned Responses
The circumstances in which we need to write our personal data for a shipment, a payment or a similar transaction are very frequent. Depending on the case, it may be useful to have a predesigned response with information such as our address, telephone number or bank details on hand.
If you handle a large volume of e-mails and try to maintain a certain level of courtesy, you may be wasting a lot of time writing messages that mean “received. ” You can create a template with a greeting and a couple of lines that say something like “I received your information, I will contact you soon” , or a similar text.
Likewise, if there is a question you are asked a lot, for example, a recurring query related to your work, it is useful to have the information at hand and not have to write it again. For example, I have a predesigned answer indicating to readers who write to me where they can find my books and another with some basic information about the services I provide as a freelancer.
Set up Automatic Responses
If there is some kind of process that you are carrying out so often that it can be further automated (for example, reply to a contact form on your website) you can create a filter and configure it to respond to the appropriate emails automatically using a predesigned response.
Use Multiple Signatures
Gmail does not support multiple signatures, but for people who fulfil multiple job roles and would prefer to have the option to sign according to the role they are currently playing, this may be a way to implement them without needing browser extensions or other tools.
Gmail’s predesigned responses are usually seen as silly or with little potential, but if you invest a little time adapting them to your needs you will see that they can become a tremendously powerful tool to save you time and effort in handling your email.