1 300 737 205

How to setup Canned Responses in Gmail

If you are a person who regularly types in the same type of email response in Gmail such as a marketing person confirming dress code for an event or an Accounts person chasing up an overdue bill, it can be quite cumbersome and time wasting having to retype the same email over and over again.  An easy way to get around this is by setting up Canned Responses in your Gmail account. We show you how to set this up and configure them within a matter of minutes below.

Enable the Canned Responses option in Gmail Labs

First of all, you need to enable the Canned Responses ability in Gmail before you start creating your desired templates!

In Gmail, select the Gear icon.

In Gmail inbox, click on Cog Wheel

Click on Settings from the drop down menu.

Select Settings from Cog Wheel drop down list

In the Settings section, click the Labs tab.

Select Labs tab in Gmail Settings

In the Labs tab, scroll down and select the radio button Enable for Canned Responses.

Enable Canned Responses feature in Gmail Labs

Scroll down to the bottom and click Save Changes.

Enable canned Responses feature in Gmail Labs by clicking Save Changes

Create a Canned Response

Gmail will then reload to your inbox. Now since the Canned Responses feature has been enabled, time to create a Canned Response! Compose a new message in Gmail with the content you want to save as a template for reuse. When you are ready, click on the More Options menu (the down arrow in bottom right corner).

New template for Canned Response created in an email and navigating to More Options menu

Select or hover your cusor over the option Canned responses.

Select Canned Responses option from More Options menu

Select New canned response… under the Save heading.

Save New Canned Response in Gmail

Enter in a name for the New Canned Response (it automatically copies the subject line of the new email but you can amend the name to whatever you want). Press OK to save.

New Canned Response Name is typed in and press OK

Now the newly created Canned Response has been saved. The next time you compose a new message, select the More Options button.

To insert a previously saved Canned Response, navigate to More Options menu in Gmail email

Scroll to Canned Responses and you will see the newly saved Canned Response appears in there. You can now see the options to Insert, Save or Delete a canned response.

Options available for Canned Responses are available in Gmail

To add the Canned Response to our email, click Insert.

Select Insert to put in the previously saved Canned Response into your new email in Gmail

The Canned Response has been successfully inserted along with the name of the template in the subject line.

Canned Response successfully inserted into new email in Gmail

Delete a Canned Response

If you want to delete a Canned Response, simply navigate to the More Options menu, the Canned Responses in the drop down and click the one you want to remove under the Delete heading.

Deleting a Canned Response in Gmail

You are asked to confirm deletion of the Canned Response. Press OK. Remember you can’t get it back once deleted!

Confirm deletion of a Canned Response in Gmail

We hope that this guide helped you save valuable typing time! Although, since this is from the Lab section in Gmail, it may mean that the Canned Response feature could disappear or functionality change at any moment! It does appear this feature is quite popular but just a word of warning if you grow a fair bit reliant on it.

Request Your Free Consultation Today

We’ll come to your place of business, and give you a full diagnostic snapshot of your IT systems.