Gmail Email Templates: The Best Alternative to Canned Responses
If you send similar emails every day — follow-ups, meeting requests, client updates — typing them out manually wastes hours. Gmail has a built-in feature called Canned Responses (also known as “Templates”), but it’s clunky, hidden in settings, and not powerful enough for most professionals.
That’s why many people look for a better alternative to Gmail’s Canned Responses: tools that let you create, save, and reuse email templates effortlessly.
In this guide, you’ll learn:
- Why Gmail Canned Responses are limited
- The Best Gmail Template Alternatives (see also best Gmail follow-up reminder tools)
- How to save time with templates for sales, recruiting, and freelancing
- FAQs about Gmail templates and automation
Why Gmail Canned Responses Fall Short
Gmail Canned Responses (now called “Templates”) are built-in but frustrating to use:
- Buried in menus: You need to enable them in Gmail settings before they even appear.
- No search or categories: Finding the right template in a long list is a pain.
- No tracking: You can’t see which templates perform better.
- No sharing: You can’t collaborate or share templates with your team.
For casual users, they’re fine. But for professionals who rely on email daily, they’re far too basic.
The Best Gmail Template Alternatives
Here are the top tools that go beyond Gmail’s Canned Responses.
1. Did I Reply? (Templates + Reminders in One)
Did I Reply? is a lightweight Gmail Chrome extension that combines email templates with follow-up reminders — two essential productivity tools in one.
Why it’s better than Canned Responses:
- 📂 Reusable Templates – Save and insert your best replies instantly, right inside Gmail.
- 🔍 One-click insert – No digging through menus.
- 🛠️ Works with reminders – set a follow-up (see our step-by-step Gmail follow-up guide) + send a template in seconds.
- 🔒 Privacy-first – All data stays in your browser.
Pricing:
- Free: Up to 5 templates & 5 reminders
- Premium: $5/month, unlimited templates & reminders + priority support
👉 Best for freelancers, salespeople, and anyone who wants Gmail to feel smarter without bloat.
2. Right Inbox
Right Inbox is a Gmail extension with templates plus other email productivity features.
Features:
- Save and insert templates with personalization
- Schedule emails for later
- Add signatures and recurring emails
- Email tracking
Pricing:
- Free: limited templates/month
- Paid: from $7.95/month
👉 Best for power users who want templates + advanced extras.
3. Gorgias Templates
Gorgias is designed for customer support teams but also works as a Gmail template tool.
Features:
- Keyboard shortcuts for inserting templates
- Shared team templates
- Variables for personalization
Pricing:
- Free plan for up to 30 templates
- Paid: starts at $10/month
👉 Best for support teams that want fast, standardized replies.
4. Mixmax
Mixmax is a sales productivity tool that includes templates as part of a larger package.
Features:
- Gmail templates with merge tags
- Email tracking and scheduling
- Sequences and automation
Pricing:
- From $29/month
👉 Best for sales teams who need email templates + outreach automation.
5. Gmail’s Built-in Templates (Canned Responses)
Still worth mentioning — Gmail Templates (Canned Responses) can be enabled for free.
Pros:
- Free
- Native to Gmail
Cons:
- Hard to manage
- No sharing or tracking
- Slow to insert
👉 Best for casual Gmail users who send a few repetitive emails.
Feature Comparison Table
| Tool | Templates | Easy Insert | Sharing | Price (from) | Best For |
|---|---|---|---|---|---|
| Did I Reply? | ✅ Yes | ✅ Yes | ❌ No | $0 / $5 | Freelancers, sales, recruiting |
| Right Inbox | ✅ Yes | ✅ Yes | ✅ Yes | $7.95 | Power Gmail users |
| Gorgias | ✅ Yes | ✅ Yes | ✅ Yes | $10 | Support teams |
| Mixmax | ✅ Yes | ✅ Yes | ✅ Yes | $29 | Sales automation |
| Gmail Templates | ✅ Yes | ❌ Menu-based | ❌ No | Free | Casual users |
Real-World Uses for Gmail Templates
- Sales: Save your outreach emails and follow-ups
- Recruiting: Standardize interview invitations and rejections
- Freelancing: Quickly send proposals, invoices, and updates
- Customer Support: Answer FAQs without retyping
FAQs About Gmail Email Templates
Q: Are Gmail templates the same as Canned Responses?
Yes. Google renamed Canned Responses to Templates, but it’s the same feature.
Q: Can I share templates with my team in Gmail?
Not with Gmail’s built-in feature. Tools like Gorgias or Right Inbox allow sharing.
Q: Are Gmail templates free?
Yes, Gmail Templates are free, but limited. For power features, you need an extension.
Q: What’s the fastest way to insert templates?
Extensions like Did I Reply? or Gorgias let you insert with one click or a keyboard shortcut.
Final Thoughts
Gmail’s built-in Templates (Canned Responses) are a start — but if you send emails daily, they’re too basic.
For a fast, private, and affordable solution, try Did I Reply?. It gives you templates and reminders in one lightweight extension, starting free.
If you need more advanced features, Right Inbox and Gorgias are great alternatives, while Mixmax is a strong option for sales automation.
👉 No matter which you choose, upgrading your Gmail templates will save you time, reduce errors, and help you communicate like a pro.
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