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How to use Campaign Templates in Gmail

campaign templates in Gmail

We’re often asked how GMass handles “templates.” The simple answer is that every email you send with GMass is a “template” that you can re-use for a future campaign. Every email you send goes into the “Templates” dropdown menu that is accessible from the Settings box, unless you specifically unmark it as a template from the Templates management section.

Load a Template

To load a template, just select it from the dropdown and the Gmail Compose window’s Subject and Message will be filled out automatically. Do you have lots of templates? Here’s how you can easily sort through them:

  • Type a few characters to filter only those campaigns with matching Subject lines or friendly names. Here I’m searching for my campaigns containing the word “verification.”
    searching for email template
  • Type a number of recipients to filter down to just the campaigns with at least that many recipients. This is useful if you want to see just the final campaigns that you’ve sent to your entire list, or if you want to see the campaigns that have gone to the most people.

    Type a number, and you can filter the list for just those campaigns with at least that many number of recipients.

Edit a Template

While you can’t overwrite an existing template, you can easily make changes to a template. Just modify the email in the Subject/Message area, or if you want more control, click the “HTML” option to edit the HTML code behind the campaign.

modify email HTML

Once the HTML editor launches, you can edit the HTML directly. This allows you to add design to your emails that the Gmail Compose tools might not support, such as HTML tables, for example.

edit email HTML directly

Manage your templates

You can easily control what campaigns show up in the Templates dropdown, and for that matter, any dropdown menu throughout GMass which lists your campaigns. Just go to the Templates section of the dashboard where you can check/uncheck individual messages.

Manage the templates that show up in a dropdown menu by unchecking the ones you want to hide.

Other Gmail extensions to manage templates

While I’ve made managing and re-using templates as easy as I could, there are other Gmail features and extensions that can also make loading templates or even chunks of text that you use repeatedly in campaigns easier. For example, if every email campaign you sends contains a lengthy legal disclosure, you may want to use an extension that easily allows you to add just that content chunk to your emails whenever you compose a campaign. All of these extensions can be used with GMass, where you use the extension to help you compose your campaign, and then use GMass to send it.

Gmail Templates

Gmail has a native Templates feature. Just turn it ON from your Gmail Settings –> Advanced. You can save any content as a “template” that you can then easily insert into a Compose window. This can be used for both campaigns sent using GMass and for one-on-one email correspondence.


Gorgias encompasses much of the same functionality as the native Gmail Templates, however there are a few benefits:

  • Keyboard shortcuts
  • The UI is a bit easier to use, because you can activate the templates dropdown while you’re typing your message.
  • You can share templates with members across teams.

Gorgias has over 100,000 users according to the Chrome Web Store, and it’s updated frequently, as can be seen from the Date on the Chrome Web Store and their blog, which has recent posts.


This extension was created by a friend of mine, and while it hasn’t gained the traction that other extensions have (it only has about 100 users on the Chrome Web Store), it’s a slick extension worth exploring. Plus, since the organization is so small, the developer might be more responsive to custom feature requests.

Gmail Email Templates by CloudHQ

CloudHQ makes a TON of Gmail extensions. I’m always wary of using their products because a) they make so many extensions that it’s hard to believe that any one of them works really well, and b) the minute you sign up for any of their products, you’re bombarded with marketing material asking you to sign up, subscribe, or try another product, etc. Still, because the world of Gmail extensions that enable templates is small, they’re worth mentioning. I have not tried this extension, but the one nifty feature I noticed from their demo video is that they make it easy to “steal” someone else’s email design and use as your own template.

Gmail Canned Responses

Were you expecting Gmail’s Canned Responses to be a part of this list? That feature no longer exists, because Gmail renamed it to “Gmail Templates,” which I’ve already covered above.


1 Comment
  1. Hi, I had issues with the personalization aspect and solved it. I realized we cannot put special characters in the template headers (and we work in French so I removed the “é”). I now have 5 templates that I would like to delete. When I log into my account and go to Manage templates, I see a checkbox where I can select items but nothing else is written. How can I delete these 5 templates?

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