Last week I talked about five email responses that I prewrote so I wouldn’t have to rewrite them every time I take care of typical music studio communication. Today I’m going to explain how I setup those emails as canned responses in Gmail. Other email providers may have a way of saving canned responses, but Gmail is the one I know best, so I’m sticking to that.
There are three parts to this process, but it only takes a minute or two to setup if you already have the email written.
Enabling Canned Responses in Gmail
Step 1 – Open Gmail
Step 2 – Click on the Gear Icon and select Settings
Step 3 – Click on the “Labs” Tab
Step 4 – In the “Search for a lab” box, type “canned responses”, select Enable, and click the Save Changes button
Writing and Saving a Canned Response
Step 1 – Compose the email
Nothing new here. Just write an email like you normally would. Leave the Recipients and Subject lines blank. I use ALL CAPS to easily identify phrases and words that I intend to personalize for the recipient later.
Step 2 – In the New Message window, click the More Options button and select Canned Responses. Under the “Save” heading, select “New canned response…”
Step 3 – Give your response a title in the window that pops up, and click OK.
Using a Canned Response
All the canned responses in the world are no good if you don’t use them! When a situation comes up that calls for one of these canned responses, the process of using them is simple.
Step 1 – In Gmail, click Compose as if you were going to write a new email or Reply, if you are responding to an email.
Step 2 – In the message window, click the More Options button and select Canned Responses. Under the “Insert” heading, select the appropriate response.