Sometimes, you want to use an email template that you may intend to send to your contact or sender specially if the email message that you want to send is basically the same email message that you send to people under certain circumstances. This is different from an auto-responder since the auto-responder sends an “email message template” automatically every time you receive an email.
For instance, a visitor of your site sends an inquiry about your product or service. While you have not read the visitors email, you can setup an auto-responder email that acknowledges your receipt of the person’s email message and assure the customer that you will respond to his inquiry. This is the best application for an auto-responder setup since one you get a new email, your email system sends out your reply automatically.
Now, this is NOT applicable in all mailing scenario since it will be ridiculous if you send out auto-responders to every email you receive from your contacts. This is where email template will be useful.
With this email template, you can just create the email message as a templete, save it, then invoke it when you intend to send it to a contact where your saved message is fit. For instance, when your existing contact makes an inquiry about your products or service, you can create an email template detailing all information on your products and services and sends it out on every inquiry you receive.
If you are using Gmail, then there is a better way to do it using “Canned Responses” in the Gmail Labs. This is not enabled by default, so you can do the following steps to make it work:
- Sign in to your Gmail account using your web browser
- Click on the small gear icon at the top right corner of the Gmail window then click on Settings
- On the Settings screen, click on the Labs tab (third from right)
- There you shall see all of the available Labs that you can enable for your Gmail. Now locate “Canned Responses”. When found, click on Enable, scroll down and click on Save Changes button
- When done, click on Compose to create a new canned message or email template.
- Below the subject line, click on “Canned responses” link
- Then click on “New canned response”
- Then enter a descriptive name of the email template, like “Complete information af products and services”
- Click OK
- Now, type in all the information of your products and services that you want to serve as an email template
- When done, click on “Canned responses” again click on the title that you created which in this example is “Complete information of products and services” under the SAVE group. This will save the message for that particular template.
- Now, close all other emails, then click on Compose again to test the template
- Click on Canned responses then click on the title listed under INSERT
- That should insert the email template that you saved and is ready for sending the email