Use and manage reply templates

Find and insert a template

1. Choose Templates in a reply or Compose.

   You can also type / where you write to open a template picker.

2. Search or choose a category.

   Use All templates, Personal, Workspace or a purpose category. Sort by Most used, Recently edited or A–Z.

3. Read the selected template.

   Review its purpose, body, usage guidance and variable count.

4. Choose Insert into draft.

   Read the inserted text in the actual conversation and replace any unresolved {{…}} placeholder before sending.

Review the resolved values

Variables such as {{first_name}}, {{company_name}}, {{your_name}}, {{subject}} and {{date}} use the available conversation and identity context. Missing context leaves the placeholder visible, so a variable count is useful preparation rather than permission to send without reading.

Check the surrounding wording as well as the placeholders. A reusable response may still contain an unsuitable promise or deadline.

Save wording the team can reuse

Choose New template from the browser or Inbox settings → Templates. Enter a name, what it is for, category, scope and body. Personal is for you; Workspace makes the saved wording available to the team.

A written draft can seed a template. Remove client-specific details and repeated signature content before saving. A template requires a name and body.

Maintain the library

Use Edit template to correct existing wording, or Duplicate to start a personal variation. Settings lists purpose, scope, kind and usage. Deleting a saved template removes that reusable item, not messages where its text was already inserted.