It’s In the Can: Your Guide to Canned Responses in Gmail

Imagine a world where replying to all those tedious emails took you a fraction of your daily screen time. (In case you didn’t know, most people spend about 2.6 hours a day looking at emails. 😣 I’m getting eye strain just thinking about it.) This is why Gmail canned responses were invented. Once you learn how to create canned responses in Gmail, it's like discovering another hour in your day you never knew existed. 

Canned responses are preconfigured email replies for those common email situations that don’t necessarily deserve a fresh, hand-typed email every time. They will save you heaps of time, everyday, forever. Keep reading to learn exactly how to set them up, tips for putting them into action, and an even better method for sending out repetitive emails that’ll save you not just one, but SEVEN hours a week.

Setting up canned responses in Gmail (2 methods)

Here's where the rubber meets the road, good ol’ folks. First off, you need to know the official way to add canned responses in Gmail. So, with a no-nonsense, straight shooter attitude at the forefront, let's knock it out:

Method 1: Gmail templates

1. Click on the gear icon and select ‘See all settings’.

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2. Go to the ‘Advanced’ tab and locate 'Canned Responses (Templates)’. It’s typically started a side-gig as a hide-and-seek champion. Opt for 'Enable'. 

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3. Click 'Save Changes' at the bottom. Theory is, the Earth could be flat if not for this meticulously placed button. 

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4. Open a new message window, type your canned response, click the three-dot menu, hover over 'Canned responses' to finally click 'New canned response...' to save it. And yes, who knew an ellipsis could rock a productivity gig?

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Pro tip: Remember to remove your email signature before hit save, otherwise that will be included as part of the template. 

Method 2: Magical templates

Want an even easier, faster, and more customizable way to use canned messages in Gmail? With the free Magical Chrome extension, you can save templates as text expansion shortcuts and use them not just in Gmail but anywhere. Plus, Magical makes it easy for you to automatically personalize your template with details about your recipient.

Check it out:

Creating effective canned responses

Crafting canned responses that work wonders is a nifty blend of strategic thinking, a dash of creativity, and a keen understanding of your audience. Here's how to bring these elements together to create Gmail canned responses that are refreshingly human sounding.

Tips and best practices for creating canned responses

Let's dive into the nuts and bolts of crafting effective canned responses. It's not just about having a stockpile of ready-to-go replies, oh no. It's about creating responses that are clear, concise, and carry a touch of your personality. They should feel personal, even though they're prewritten.

• Keep it clear and concise: The last thing anyone wants is to wade through a sea of words to get to the point. Keep your canned responses short, clear, and to the point. 
• Add a personal touch: While canned responses are pre-written, they don't need to sound like they're written by a robot. Add a dash of personality to make the response seem more human. This could be as simple as using a friendly tone or adding a bit of humor.
• Use the active voice: Active voice makes your writing stronger, more direct, and, you guessed it, more active. Instead of saying, "Your request has been received and is being reviewed," say, "We've got your request and we're on it!"
• Proofread: A typo or grammatical error can make your professional email look amateur. Always proofread your canned responses before saving them. 

Examples of effective canned responses

Every canned response should be tailored to fit a specific situation. Here are some examples and insights on when to use them:

• Appointment confirmations: A canned response like, "Hi [Name], we're all set for your appointment on [date] at [time]. Looking forward to seeing you!" is clear, direct, and friendly. Use it when you need to confirm an appointment or meeting. 
• Common queries: If you often get emails asking about your office hours or location, a canned response like, "Hi there! Our office is open from 9 AM to 5 PM, Monday to Friday. We're located at [address]. Hope this helps!" can save you heaps of time.
• Acknowledgment of a request: When someone reaches out with a request or inquiry, they want to know they've been heard. A canned response like, "Hey [Name], got your email! We're looking into your request and will get back to you within [timeframe]." acknowledges receipt and sets expectations for a follow-up.
• Polite decline: If you often find yourself needing to decline offers or invitations, a canned response like, "Hi [Name], thank you for thinking of me! Unfortunately, I won't be able to take you up on your offer at this time. Wishing you all the best," is a gracious way to say no.

Remember, the best canned responses feel anything but canned. They're a tool to help you communicate more effectively and efficiently—so use them wisely.

Using canned responses in Gmail

Now that you've mastered the art of creating canned responses, let's talk about how to use these magical little time-savers. It's like having a virtual assistant at your fingertips, ready to take over the keyboard and whip out the perfect response in a jiffy. 

Instructions on how to use canned responses in Gmail

1. Open a new email or hit reply on an existing one. You're now in the compose window.

2. Click on the three vertical dots at the bottom right of the compose window. This opens a drop-down menu. 

3. Hover over 'Canned responses' and voila! You'll see a list of all the canned responses you've created. 

4. Click on the canned response you want to use. The canned response will populate in the body of your email.

5. Don’t forget to personalize it before you hit send! There’s nothing worse than accidentally sending an email to someone and leaving in the {FNAME}. 🙈

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Instructions on how to use canned responses using Magical

1. Simply type “//” to open a list of all your canned responses (AKA templates) in Magical. You can do this on any website or web application, including Gmail.

2. Magical will prompt you to automatically transfer personal details from your open tabs. Nice!

3. You’re all ready to send. Bam! Email done in record time.

Different scenarios where canned responses can be useful

Canned responses are versatile little creatures that can be useful in a variety of scenarios. Here are a few examples of great canned responses:

• Customer service inquiries: If you're getting the same questions over and over, canned responses can provide quick, consistent answers.
• Appointment confirmations: No need to write out the same confirmation message every time someone books an appointment.
• Thank you emails: Save a canned response to thank customers, clients, or colleagues for their time, feedback, or business.
• Receipt of documents: If you regularly receive documents that don’t require an immediate action, a simple acknowledgment canned response can be a real time-saver.
• Initial sales outreach: If you're reaching out to potential customers, a canned response can help you introduce your product or service quickly and effectively.

Remember, the key to using canned responses effectively is to ensure they feel personalized and relevant to the recipient. A well-crafted canned response can be a real game-changer, slashing your email time and letting you focus on tasks that really need your attention. Now that's what we call working smarter, not harder!

Managing your canned responses

Canned responses are cool but managing them? That's true swag. And by managing, we mean ordering, editing, striking-out cans past their sell-by date.

• Ordering: Keep a golden list of most-used responses. Keep them at the top for ease. 
• Editing: Click on a previously crafted canned response, make changes, and select 'Save' from the drop-down menu. 
• Deleting: Select the response you want to remove and simply choose 'Delete'.

Managing canned responses isn’t rocket science. It leaves more time ensuring that, you know, rocket science stays independently managed.

Maximizing productivity with canned responses

Sparking up your Gmail experiential spectrum, canned responses work brilliantly with other Gmail features.

For example, coupling them with filters to auto-respond to certain emails with a canned response, or associating with tags helps Gmail approach semi-boom mic-drop levels. You’re basically one step away from automating your inbox at that point.

Of course, Magical can help you take all of this one step further. You can use Magical AI to draft your emails for you, and then save the most useful ones as templates to use again and again. Check it out:

Conclusion

There we go, folks! Setting up canned responses in Gmail isn’t so complicated—but they can be a lot of effort to set up and maintain, with a lack of customization features. If you’re looking for a better experience, try out Magical. This handy free Chrome extension makes Gmail canned templates seem, well, like they’re stuck in a can. Get out the can opener and start using your templates anywhere with Magical, personalize them quickly using AI, and discover how more than 500,000+ people save an average seven hours a week.

FAQ

What are canned responses in Gmail?

Canned responses in Gmail are preformatted replies used to answer common emails, saving you mucho typing time. Put Elvis on the turntable, ‘saving time’ is fun again!

How do I create canned responses?

Fire up settings in Gmail > head onto the Advanced tab > enable Canned Responses > Save Changes > Open a new message, write your reply and save through the drop-down menu. See above if you need this but with a bit more sass!

Can I personalize canned responses?

Absolutely! In Gmail, you can add placeholders like {FNAME} which you’ll then have to remember to go back and replace once you insert your template. With Magical, your templates update automatically with personal details of your recipients, so it’s even easier to get personal in your messaging.