The Ultimate Guide to Using Canned Responses in Gmail

Personalized Mass Emails

Table of Contents

Nowadays, emails are the most common communication medium for people. It is not just about sending emails to people you know but also for writing emails to strangers. So, if you want to become an expert in email marketing, then you have to be well-versed in the art of Canned Responses (CRS).

What are Canned Responses in Gmail?

Gmail has a feature called “Canned Responses” that lets you ask a question and get an answer with no typing required. The canned response is a form of response that has been pre-selected for a specific email. Canned responses are pre-selected responses that are commonly used in many forms of communication, including emails, website advertisements and social media.

Canned responses are a way to get a certain task done quickly. This type of response has been pre-selected, so the reader does not have to think about what to write in their email. The use of canned responses has ‌increased over the last few years. In fact, even though it was only used in marketing, the use of canned responses is now common in many other fields, such as technology and media.

When to use Canned Responses in Gmail?

Canned responses are useful when you have a lot of emails in your inbox, when you don’t want to spend time on writing a response or when you need to respond quickly. When using canned responses, it’s important that you choose the right one for the task at hand. If you do not know what kind of email it is, it might be better not to use canned responses at all.

How to set up a Gmail Canned Response?

Gmail canned responses are one of the most popular ways to respond to emails without having to write anything. While setting up a Gmail canned response is not that difficult, there are some things that you need to know about it.

Step 1: Activate canned responses.

In order to create a canned response template, you need to activate it first. You can change your settings in Gmail by clicking the gear icon in the top-right corner.

Following the selection of settings, the Advanced tab will appear on the right. This tab displays a list of features you can enable or disable. Activate canned responses. At the bottom of the page, click the tab to save your changes.

Step 2: Compose an email/create your first template.

Create a canned response template for your first email. It is up to you whether to write a new response or copy and paste one from a previous thread.

Step 3: Select “Canned responses” in the bottom-right-hand corner.

In the bottom-right corner, click the three vertical dots after you’ve completed writing your first template. Then select “New canned response” from the “Canned responses” menu.

When you click on the canned response box, it will prompt you to name it. Make it easy to remember what it’s for by choosing something that will be easy to remember. It’s that simple! Your canned responses can now send quick and efficient emails.

How to use a Canned Response in Gmail?

After you’ve learned how to create canned responses in Gmail, let’s look at how to use them.

Step 1: Select canned responses on the bottom right corner.

Three vertical dots can be found at the bottom-right of the compose window. Click on it, then click “Canned responses.” Under “Insert,” select the canned response you would like to use.

Step 2: Select your recipient and send.

When you copy and paste a canned response, it will automatically appear in your compose window. You only need to select the recipient and send the message. If you are replying to an email, you can also use canned responses.

How to send Canned Responses as Auto-replies?

Canned responses are a great way to save time and avoid writing the same thing repeatedly. It can be used as auto-replies which is a feature that is a very useful tool for writers. It allows them to generate an automatic response to a specific request. The auto-replies are generated based on the content writer’s preferences and the context of the request.

Step 1: Create a new filter.

In Settings, select “Filters and Blocked Addresses.” In the middle of the screen, select “Create a new filter.”

Step 2: Select your criteria for an auto-reply.

Upon clicking on the button, a new window will appear where you can define your canned response auto-reply. Aside from the sender, keywords in the subject line and actual words in the email are all considered. As soon as you are finished filling out this form, click “Create filter.” Next, select the template you want to send from the “Send canned response” box.

Step 3: Click “Create filter”,… and you’re done.

Once you have created a filter, click “Create filter”. If someone sends an email using the keywords you selected or from the email address you selected, they will receive an auto-reply. Make sure you select keywords carefully. If it’s too broad, for example, you might send auto-replies that don’t apply to everyone.

The Benefits of using Canned Response Email Templates

Canned response email templates are very useful in the workplace. They can be used to quickly generate content ideas, research topics and create a customised message that fits the client’s needs. Customer support requests can be managed by using canned response email templates for many reasons.

You can save your team time by using canned responses in Gmail. Answering frequently asked questions will be easier since they won’t need to type them out manually. A simple click of the mouse allows them to insert a response instead. As a result, they can devote more time and energy to other tasks.

In addition, it helps your team respond to customer service requests in a consistent manner. Everybody will be speaking in the same tone if everyone uses the same templates. The frustration for all parties is significantly reduced if your team uses the same templates. This can result in better customer service and allows greater customer satisfaction.


Gmail lets you respond to emails with a canned response, thus saving you time and effort by skipping the repetitive tasks like reading, writing the same message over again and more. In sales, customer support, or marketing, canned responses are predefined answers or messages for frequently asked questions. Using them allows you to deliver a faster and more consistent response to your customers during an ongoing conversation.


How do I share canned responses in Gmail?

Google Chrome has an extension called “Gmail Toolbar”, which allows you to share canned responses in Gmail. The extension displays a list of suggested responses, and it lets users reply to incoming emails in Gmail with the same. The extension is one of the most popular extensions for Google Chrome, and it is now also available on Firefox, Opera and other browsers.

Did Gmail remove canned responses?

No, Gmail still has a feature called “Canned Responses”. The feature allows you to send a message to your contacts with the exact wording of your email. This is useful for sending emails in bulk or when you have a specific message that needs to be sent in a certain way.

How do I use canned responses in the Gmail app?

In Gmail, you can set up different canned responses for different emails and also set up your canned responses as well. This feature is very useful if you have a lot of emails to reply to or if you are just not in the mood to type out a response each time you receive an email.

Contact Us

Company Address:

Pearl Lemon Accountants
38 Cursitor St, Chancery Ln,
London, United Kingdom WC2A 1EN

Contact Us:

Recent Posts