Templates

Templates are reusable emails: a name, a subject and a body. They are shared between the web app and the Google Sheets add-on, so a template saved here is one click away in the campaign builder, and vice-versa.

Gmail drafts are no longer used as templates. To reuse an email you wrote in Gmail, paste it into the editor (formatting and inline images are kept), or write it in a Google Doc and Import from Google Docs.

The templates list

Each row shows the template name, its email subject and when it was last edited; the newest edit comes first. Click a row to open it. Hovering a row reveals three actions: Edit, Duplicate and Delete.

Above the list:

• New template starts a blank template.
• Browse gallery opens the template gallery.
• Import from Google Docs copies a Google Doc into a template.

Deleting asks for confirmation. Campaigns already sent with the template are not affected.

Shared team templates

Above the list, two tabs: My templates and Team. The Team tab lists the templates of the people who share your subscription through team seats: a seat holder sees the owner’s templates, the owner sees every member’s. Each row shows the template name, subject, owner and last edit.

Shared templates are read-only: nobody can change a colleague’s template from here. Duplicate to my templates copies one into your own library, under its own name, with its images and attachments. Edit the copy as usual; it is yours from then on, and later changes to the original do not sync.

Without a team the tab explains how to get one, with a link to the Team page. Shared templates are included in the Personal and Professional plans.

Template gallery

The gallery offers six curated starting points, each previewed as a miniature of the real email: Sales outreach, Follow-up, Newsletter, Event invitation, Thank you and Product update. Use this template copies it into your list and opens the editor.

Generate with AI

At the top of the gallery, Generate with AI writes a template for you. Describe the email you want: the audience, the goal and the tone. Click Generate template and you get a ready-to-edit template with merge tags, saved to your list and opened in the editor for review.

Import a template from Google Docs

Import from Google Docs turns any Google Doc into a template: paste the document’s link and click Import. The document is copied, so later edits to the Doc do not sync. Merge tags typed in the document, such as {{First name}}, are kept.

You can also import without leaving Google Docs: open the Mail Merge add-on from the side panel of a document and click Import as template. The first time, Google asks you to allow access to that document.

Editing a template

The editor has a Template name, an Email subject (merge tags work there too) and a rich-text body.

The toolbar, from left to right:

• Undo and Redo.
• Font (Sans Serif, Arial, Georgia, Helvetica, Tahoma, Times New Roman, Verdana, Courier New) and Size. Text with no font chosen is sent with no font styling, so recipients see their mail client’s default (Gmail’s “Sans Serif / Normal”); the font and size menus lead with Sans Serif / Normal, and picking a family or size applies it inline to the selected text.
• Bold, Italic, Underline, Strikethrough, Text color, Highlight color and Clear formatting.
• Align left, center, right and justify.
• Numbered list, Bulleted list, Decrease indent, Increase indent and Quote.
• Insert link and Unsubscribe link.
• Attach a file or image and Attach from Google Drive.
• Special character and Insert table.
• HTML source, on the far right.

Merge tags

Personalize with merge tags: the names of your columns wrapped in double curly braces, such as {{First name}}. In the campaign builder the Merge tag menu lists the columns of the recipients you picked; in the template editor, type them. See the tutorial. The builder’s menu also offers AI field… (Professional), a merge tag whose value AI writes per recipient from their row — see AI fields; a template can carry such a tag ({{Icebreaker}}) as long as the campaign defines the field.

Links

Select the text, click Insert link and paste the URL. Enter or Apply saves it; Remove link turns it back into plain text. Links are tracked when tracking is on.

Images and attachments

Attach a file or image (the paperclip) picks a file from your computer. An image is inserted into the body; any other file becomes an attachment, shown as a chip under the editor. You can also paste an image, or drag a file onto the editor. The limit is 5 MB per file. See Images and Attachments.

Click an image to show its toolbar: Float left, Center, Float right, plus corner handles to resize it. Delete removes it.

Attach from Google Drive attaches a Drive file to every email sent with the template.

Tables and special characters

Insert table asks for a number of rows and columns.

Special character opens a grid of symbols (currency signs, arrows, check marks, fractions and more).

Unsubscribe link

Add unsubscribe link, at the bottom of the editor, appends the standard footer If you don’t want to receive emails from me, unsubscribe here. Once the body contains it, the button reads Unsubscribe link included. To write your own wording, select some text and click the Unsubscribe link toolbar button instead. See Unsubscribe link.

HTML source

HTML source swaps the body for the raw HTML, which is how you paste a designed email built elsewhere. Click it again to return to the visual editor.

Saving

Save keeps the editor open, Save and close returns to the list and Cancel discards the changes. A template is limited to about 1 MB; the usual cause of a save error is an image pasted as raw data, see Images. A draft with a name is also autosaved every minute, and the browser warns you before leaving with unsaved changes.

Keyboard shortcuts: Ctrl/Cmd+B, I and U for bold, italic and underline, Ctrl/Cmd+Z to undo and Ctrl/Cmd+Shift+Z to redo. Enter starts a new line without a gap, as in Gmail; press it twice for a blank line.