Use E-mail Templates to Clear Your Inbox Faster

by Melanie Edwards on April 21, 2010 · 17 comments

in Wahm

Email Piles

Most of us have tons of e-mail we answer on a daily basis. Even with the best social media routine, e-mail is just one of those things that keeps piling up. If you’re a blogger, you also likely receive pitches for story ideas and product reviews – probably turning down many of them.

Do you find yourself using the same response over and over again? Instead of typing out your response each time, why not use an e-mail template?

What is an E-mail Template?

An e-mail template is simply a response you save so that you can use again in the future. It will save you time from typing out a reply e-mail and will instead allow you to simply copy and paste your response.

How Do You Create an E-mail Template?

The simplest way to create an e-mail template is to save a document on your desktop with your response(s). I currently have a Notepad text document on my desktop with a few variations of my response to PR pitches. This is the standard “no, thank you” response for those pitches I’m not interested in.

However, I just found that if you use Gmail, you can actually save responses within Gmail as “canned responses” and simply insert your response into a new e-mail or reply. Doing that, you won’t even have to copy and paste the text, just click a button and you’re done! Plus, if you use filters, you can automatically reply to certain e-mails using your canned response, without ever seeing the e-mail. Here’s a quick how-to for setting up canned responses on Gmail.

How Does this Help You?

Just think about the amount of time you’ll save each day if there were less e-mails to answer. Or, how much faster you could empty your inbox if all you had to do was copy and paste a response or click a button for each e-mail!

Of course, you can’t possibly answer every e-mail in this manner. Some will still require you to type up a customized response. But I’m sure you can find a set of e-mails you receive that you can use an e-mail template to answer them faster.

Do you currently use an e-mail template? Have you ever thought about doing so?

Liked this? Share the love!

{ 13 comments… read them below or add one }

1 Silvia April 21, 2010 at 7:02 pm

wow Melanie, thanks, this is great information. I've seen the templates but honestly I haven't use them, now I will!!

Reply

2 modernmami April 21, 2010 at 7:08 pm

They save me so much time Silvia! Especially for those PR emails that you
keep typing “Thanks, but I can't” over and over. ;)

Reply

3 1stopmom April 28, 2010 at 9:09 pm

I have to admit, I have not thought about using a template. Hmmmm, I going to have to try this one :)

Reply

4 modernmami May 3, 2010 at 5:28 pm

I just found myself typing the same thing over and over. It's something I learned to do when I was working full-time. Hope it works for you!

Reply

5 modernmami May 3, 2010 at 10:28 pm

I just found myself typing the same thing over and over. It’s something I learned to do when I was working full-time. Hope it works for you!

Reply

6 modernmami May 3, 2010 at 10:28 pm

I just found myself typing the same thing over and over. It’s something I learned to do when I was working full-time. Hope it works for you!

Reply

7 modernmami May 3, 2010 at 10:28 pm

I just found myself typing the same thing over and over. It’s something I learned to do when I was working full-time. Hope it works for you!

Reply

8 modernmami May 3, 2010 at 6:28 pm

I just found myself typing the same thing over and over. It's something I learned to do when I was working full-time. Hope it works for you!

Reply

9 Janice Croze April 9, 2011 at 4:09 am

Fabulous! THANKS – we are moving our work/blog related emails to Gmail for better functionality and this is a great tip. I have done copy and pasting in the past, but look forward to this faster method!

Reply

10 modernmami April 9, 2011 at 11:01 am

Hope this method works out for you! It really does help when answering many
of the same PR pitches. Good luck!

Reply

11 Chantilly Patiño October 4, 2011 at 8:14 am

Melanie, does Gmail still have this feature?  This is great!

Reply

12 modernmami October 4, 2011 at 8:48 am

Yes, as far as I know, canned responses can still be created. I know I still use mine that I originally setup. :)

Reply

13 Uchi December 13, 2011 at 11:09 pm

Thanks for sharing ! great post!

Reply

Leave a Comment

Previous post:

Next post: