Replace Gmail Email Reply Templates with Google Docs (so you can Share an Email Template Database with your team)!

It’s no secret that Gmail’s built-in email reply templates are… only ok.

Let’s be real: they’re clunky, you can’t search or update them easily, and they’re tied to only one email account. 👎🏼

I’m here with a most-brilliant-solution *pats herself on the back*.

Imagine that Google Docs’ “Email Draft” feature had a baby with Gmail’s Email Templates. This brilliant lovechild brings the ease of drafting emails directly in Google Docs with the collaboration superpowers of sharing templates across your team.

No awkward workarounds. No fights over who owns the templates. Just a simple, shareable, searchable databank of email templates that anyone with access can use to draft emails with just a couple of clicks. 

Tell you more? Yes, I shall…

Why Gmail Reply Templates Fall Short

  • Hard to Share: Gmail’s reply templates are tied to one person’s Gmail account. Want multiple team members to use reply templates? They each have to set the same ones up in their respective Gmail accounts.
  • Difficult to Maintain: Updating templates in the Gmail interface is clunky and annoying, especially because you can’t look at the template without pulling it into an email draft.
  • Limited Functionality: These email templates are simply not built for team use.

On the flip side, Google Docs was literally designed for sharing and collaboration.

Pairing that with Google Docs’ email drafting feature is like giving your templates superpowers: you get a brilliant, easy-to-manage system that feels like it was made for teamwork. Here’s how to set it up.

Step-by-Step Guide to Creating a Google Docs Email Template Database

Jump to the Video Demo

1. Prepare Your Google Doc

  • Open a shiny new Google Doc. Pro Tip: type doc.new into your address bar to instantly get a fresh new doc started.
  • Think of this one doc as the home base for all your email templates. You’ll be using the Tabs down the left to separate the different emails.

2. Draft Your First Email Template

  • If the “Email Draft” button doesn’t show across the top, go to the menu bar and select Insert > Building Blocks > Email Draft.
  • A draft email box will appear. Like magic, but with fewer sparkles.
  • Pull up a Reply Template in your Gmail account
    • Tip: delete your signature before pulling in the Gmail Reply Template
  • Copy/paste your email content onto the Google Doc, including:
    • The subject line in the designated field.
    • The body text of your email. Format as desired, including font size, color, links, etc.

3. Organize Templates by Tabs

  • When you open a new Google Doc, a default tab will already be created for you. This can be your first template.
  • To add additional templates, you’ll need to create new tabs:
    • Click the + icon at the top left of the document to add new tabs.
    • Name each tab after the email’s subject line (or an abbreviation that displays in the limited space) for easy reference. No guessing games here!

4. Add More Templates

  • Got more emails? Here’s what to do:
    • First, click the + icon to create a new tab for the next template.
    • Use the “Email Draft” feature to insert a draft box in the new tab.
    • Copy existing drafts from your Gmail Reply Templates or other sources.
    • Paste them into the draft box in each new tab.
    • Rename tabs with their corresponding subject lines to keep everything organized.

5. Share the Email Template Database

  • Ready to share this email draft template beauty with your team (and/or beyond)?
    • Click the Share button in the top-right corner.
    • Set permissions:
      • View-only: Perfect for teammates who just need to use the templates.
      • Edit: For those responsible for updates (choose wisely!).
  • Fun fact: Even with view-only access, users can still compose emails from the templates.

6. Compose Emails Directly from the Templates

  • To draft an email:
    • Click the M icon that shows up just to the left of the “Email Draft” box.
    • Voilà! Gmail opens with the template preloaded.
    • Add your recipient(s) and make any final tweaks before sending.
  • Bonus: if you close the email draft pop up, it’ll save in your Gmail Drafts!

7. Keep Templates Fresh

  • Assign someone to play template librarian:
    • Review and update templates regularly.
    • Add helpful notes or instructions as needed.
    • Archive outdated templates in a separate tab to keep things tidy.

Bonus Tips for a Smarter System

  • Use Consistent Formatting: Stick to the same fonts, sizes, and styles for a polished look.
  • Include Placeholders: Make templates adaptable with placeholders like [Name], [Date], etc.
  • Link Internal Resources: Add links to helpful files, policies, or guides directly in the email body.
  • Archive Wisely: Create an “Archive” tab for old templates you might need later.

Why This Innovative Use of Google Docs Works

Gmail templates might have worked fine… until you found this new and brilliant setup! And for teams? They’re useless! Google Docs solves the email template sharing and maintenance woes by:

  • Centralizing Templates: One document to rule them all.
  • Enabling Collaboration: Everyone gets access, but you stay in control.
  • Streamlining Email Creation: Draft emails directly from the doc with no copy-paste drama.

Watch the Video Demo

Want to see this magic in action? Watch the video below for a full walkthrough.


Ready to ditch Gmail’s reply templates for something better? Give this Google Docs system a try, and say goodbye to email template chaos. Your inbox will thank you.

(And YOU can thank ME for this brilliant Google Doc feature mashup! 🤩)