Time Saving Hack: Canned Responses

by Teeny Pineda

Have you ever needed to send the same email to multiple people? Or you need to send a response to someone but don’t want to have to keep copying and pasting it into the body of the email?

Save time by created canned responses in your Gmail account! (Please note: You’ll need to be on a computer, not your phone and this is for Gmail users only!)

Here’s how:

  1. In your Gmail account click on the gear icon and then settings.
  2. Click on the tab that says Labs (one of the last ones)
  3. Search for canned responses, click enable and then save changes.

Step 1 Settings

Step 2 Labs

To save a canned response:

  1. Compose a new email.
  2. Enter the subject and body of the email.
    • (If you have a signature that is inserted before quoted text or when you reply to an email, you’ll want to delete your signature when saving the canned response. Otherwise, you’ll see your signature twice.)
    • If you aren’t sure, go to the gear icon > settings > general > scroll down to signature. If the little box is checked under your signature then delete your signature in the email body when saving a new canned response.
  3. When you’ve added everything you need in the body of the email, then click on the arrow in the bottom right of the composed email window. Hover over Canned Response and then click new canned response.
  4. A window will pop up where you will be able to type in the canned response name. Often times, if you have added a subject, it’ll use that same phrase as the name. It will also add that automatically in the subject field when you insert the canned response.

Save Canned Response

To insert a canned response:

  1. Compose a new email.
  2. Click the down arrow in the bottom right corner of the window and insert your saved canned response.

To delete a canned response:

  1. Compose a new email.
  2. Click the down arrow in the bottom right corner of the window and scroll down to delete and choose the saved canned response that you want to delete.

Now you’re able to start saving time by using canned responses to reply to people or send out mass emails!
*Note: if working on your phone, Gmail will saves canned responses as drafts.  If you go into drafts and send an email from a canned response, then it won’t save it again on your phone. I usually go into drafts and copy and paste the email into a note if I need to send multiple emails using a canned response.

Teeny Pineda

Director of Operations & First Impressions

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One thought on “Time Saving Hack: Canned Responses

  1. WOW, this is AWESOME!!! Thank you SO much! I’ve used “canned responses” for certain emails for a long time now. I put quotes around canned response, because I often personalize the intro or other aspects of the email. However, there are times when no changes are needed. Either way, this step-by-step process, with screenshots and all, is fantastic! I’ve always copied and pasted from a file on my computer, notes on my phone, or saved it in drafts. I did not know Gmail had this feature! Thank you for taking the time to prepare this with such excellence! You are so wonderful, Teeny!!! 😀