How to Export Gmail Templates? Create, Export, Send

Read time: 13 min
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How to Export Gmail Templates? Create, Export, Send
Try Publicate For Free Today
Read time: 13 min

If you were to guess the percentage of work time that people spend in their email inbox per day, what would you guess? According to McKinsey, 28% of work time is spent on emails, which adds up to quite a lot of time.

If your team is working on creating email newsletters and beautifully designed communications, that time adds up even more, especially if you need designers and coders. This is why having the ability to export Gmail templates is so important.

We’re going to explain how to create a template in Gmail using Gmail’s tools, as well as an email template builder like Publicate.

Guide Index

What is a Gmail Template?

A Gmail template is a pre-written email that is set-up to save you time. It can be accessed, edited, and sent with just a few clicks of a button.

You can create your own Gmail templates in Gmail (however, the options are limited when compared to a third-party email builder that provides templates, like Publicate that makes it simple to embed and export Gmail templates).

If you choose to create your Gmail templates in Gmail, then you’ll be building out plain text emails more often than not. If you wish to design something more engaging such as an HTML newsletter or email, and export it to Gmail, a newsletter builder like Publicate enables you to do so with its integrated tools.

Publicate enables you to create professional emails and newsletters with no need for a designer or coder.

You can choose from a wide selection of templates geared towards any message purpose, leverage drag-and-drop capabilities, add media with the click of a button, and gain the value of analytics at your fingertips.

This way, you get to save time, automatically follow all email best practices, and send engaging emails that capture your audience’s attention every time!

Person working on laptop
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Why Use Gmail Templates?

The main purpose of using Gmail HTML email templates is to save time! When you use email templates, you’re able to boost your team’s productivity, amplify your outreach and communications, and establish a consistent frequency of communication with internal and external stakeholders.

Having a template pre-formatted and ready to edit means that your employees will spend less time creating emails from scratch on a daily or weekly basis.

While the creation aspect of an email is entirely important to reach your audience and convey your message, it ends up sucking a lot of time out of each day.

With Gmail templates that are available to send, the saved time can be allocated to high value tasks rather than the repetitive nature of drafting emails.

How to Create a Gmail Template?

Want to give Gmail template creation a go? Here’s how you can do so using Gmail itself:

  1. Go to the Settings icon in the top right of your Gmail window
  2. Click on “See all settings”
  3. Open the “Advanced” tab
  4. Scroll down to “Templates” and hit “Enable”
  5. Click “Save Changes”

Now, you’ll get back to your email inbox where you can start creating a template in a message body.

  1. Click on “Compose” to start a new message
  2. Start drafting your template
  3. When you’re ready to save, go to the three dots on the bottom right of your email message
  4. Click “Templates”
  5. Select “Save Draft as Template”
  6. Click “Save as new template”
  7. Name your template
  8. Hit “Save”

How to Copy a Gmail Template in Google Drive?

When you save Gmail templates in the mail app, they get saved in your Google Drive, too. With this in mind, you can always navigate to your Google Drive to edit or copy email templates.

To do so:

  1. Go to your Google Drive
  2. Click on “My Drive” and open your “Gmail Templates” folder
  3. Right-click on your chosen template
  4. Hit “Make a Copy”

Now, you can start working off of your template or making edits to create a new template from an already-saved template.

How to Edit a Gmail Template?

The aforementioned set of steps can be used to edit your Gmail templates. Additionally, you can make edits to your Gmail templates from the mail app itself. To do so, compose a new message.

Then, go to the three buttons in the bottom right and select “More Options” and click on “Templates.” Find the template you want to update and click on it. It will populate in your message window.

Now, you can make any edits you so choose to. When you’re ready to save your edited template, follow the same steps as before. To remind you, you’d need to click on the three button menu again, hit “Templates” and “Save Draft as Template,” then, click “Save.”

How to Share a Gmail Template Across a Team?

If you’re working within Gmail and wish to share a template you’ve created across your team, you can do so by clicking the “Share With Team” button a the bottom of the page. From there, you’ll be able to select the desired Team and save the template to the folder of your choice.

You can either duplicate and share or share the original copy. Keep in mind that if you share the original copy (without duplication), then any updates that team members make will be made live on the same template you created. If you wish to protect the original version, it’s better to duplicate and share.

Instead, should you use Publicate to create and send your Gmail templates, it’s also easy to share with any of your team members! The great news is that the direct integration means that you can disseminate your newsletter content via any communication channel you wish, such as: social media, Slack, Microsoft Teams, or email!

Additionally, you can utilize the Team Workspace to collaborate during the design and customization phase of your content creation. Shared collaborative spaces make it possible to edit the email in real-time together, no matter where team members may be located.

What Data Can You Export from Gmail?

If you spend a lot of your time in Gmail, you likely want to be able to save all your data as a backup. You can download the data to have a backup. The data that you export and save will include the important details like your message content, message headers, attachments, and more.

Alternatively, if you create templates in Publicate, you can rest assured that all your creations will be stored within your account for easy editing and access to anyone whom you grant access to.

How to Draft Emails with Google Docs and Export Them to Gmail?

In an effort to increase collaboration between teams to be able to create Gmail templates, Google Docs can be used. By drafting email templates in Google Docs, you can share them to work on edits before having to export Gmail templates to your drafts.

To start making a template in Google Docs, you can enter “@email” and the template will populate.

What are Gmail Template Alternatives?

While Gmail is powerful for many reasons, it lacks HTML editing and visual editing features. If you’re looking to create the most professional and branded email newsletters without having to code or spend time dealing with formatting, you can use an email builder like Publicate.

Composed of simple to use drag-and-drop functionality, you can create your email newsletter in just a few clicks of a button.

To save the most amount of time, you can choose from a wide selection of email newsletter templates made for any purpose you can think of (i.e. events, sales, new hire announcements, internal communication, and more).

Once you export and send your email using Publicate’s integrations, you also gain access to detailed analytics to track its performance and engagement.

How to Create Gmail Templates with Publicate?

Once you sign up and log in to Publicate, you have the option to create Gmail templates from the pre-built library (with categories like Seasonal, Events, Sales, Internal Communications, HR, and more) or from scratch with the ability to drag-and-drop content blocks.

To make your emails more engaging, you can add any type of multimedia that you want with by clicking on the icons. For example, you can add GIFs, videos, and choose from hundreds of royalty-free images using the stock content library.

Should you wish to create a curated content newsletter, Publicate will save you time in doing so, as well. With dynamic link scraping, Publicate will automatically add the image, title and description into your email so you don’t have to spend time copying and pasting information.

The best part is all templates follow email best practices, plus you don’t need any designers or coders.

How to Create Gmail Templates with Publicate?

How to Export Gmail Templates with Publicate?

Sending emails in Gmail from Publicate is as simple as creating a template using the tool. Publicate has a direct integration with Gmail to access your creations. Without needing a coder or designer, anyone can make a beautiful HTML email newsletter and send it to their preferred email service provider.

To export Gmail templates, you can install Publicate’s Gmail app and install it. Then, log into your Gmail account you wish to send from. Publicate integrates using the Chrome extension.

With it installed, all you have to do is click on the “Insert Publication” button and select your newsletter from your list. It’ll automatically populate in your new message’s body for sending.

Closing Thoughts

Publicate is an ideal email template builder for any team or individual who wishes to export Gmail templates without hassle. While you can develop Gmail templates using Gmail itself, you’ll run into a long list of limitations because of its lack of HTML support.

On the other hand, you can use Publicate’s newsletter builder to maximize your creation abilities (without the need for designers or coders) in HTML with a visual editor. As soon as you’re ready to send your email in Gmail, the integration makes it a seamless process.

These features mean that you get to save time, create more professional email newsletters, follow all best practices, and collaborate throughout the process with your colleagues.

Ready to try it for yourself? Click here to try Publicate for free today!