Skip to main content

Use a Template

Once you've created a template, you can insert it into any email in Gmail or Outlook. Templates support tracked links, attachments, HTML formatting, images, and merge fields for personalization.

Insert a template in Gmail​

  1. Open a new compose window and add the recipient's address to the To field.
  2. Click the Templates button at the bottom of the compose window.
  3. Browse Recent, Favorites, or your full library.
  4. Hover over the template and choose:
    • Fill In — opens the template to complete any merge fields before inserting.
    • Insert — inserts as-is. Use this only for templates without merge fields.

See Use in Gmail for the full walkthrough including template reporting.

Favorite templates​

Click the star next to any template name to add it to your Favorites. In Gmail, Favorites appear under the Favorites tab in the Templates modal. In Outlook, they appear in the left-hand menu under My Favorites.

Response Insights​

Response Insights gives you data-backed suggestions to improve the predicted reply rate of your templates.

  1. In the template editor, click Response Insights in the lower right.
  2. View your template grade and the areas that could be improved.
  3. Click each category for detail on what makes an effective email.

Common questions​

Can templates use HTML and images?

Yes. In Gmail, you can use the compose window to format your template visually and save it, or click the <> HTML mode button in the template editor to paste raw HTML. To insert an image, click the insert/edit image icon, browse your computer or enter a URL, and save. Outlook follows the same process from the Open Templates panel.

How do I add tracked links to a template?

Click the chain link icon in the template editor, enter the URL, and click OK. Links in templates are automatically tracked. Use descriptive anchor text (e.g., View pricing) rather than raw URLs to reduce spam filter risk. To disable link tracking, go to Yesware Preferences and toggle off link tracking for templates.

How do I add attachments to a template?

Click Insert Attachment in the template editor and select the file. For PDF and PPT files, you also get two options: Allow recipient to download (recipients can save a copy, but you lose visibility after download) and Ask the recipient to enter their name to access (gates the file behind a name field, and your Presentation Report shows who viewed it and for how long). See Attachments for full details.

Can I use dynamic merge fields in a template?

Yes. Templates support Text Fields (free-form), Dropdown Fields (pick-list), and Salesforce Fields (Enterprise only, auto-fills from Contact or Lead). See Merge Fields for setup instructions.

Why is there unexpected spacing in my template?

This usually happens when content is pasted from Microsoft Word, a website, or an old email — hidden formatting carries over. Paste your content into a plain-text editor first to strip the formatting, then copy it into the template editor.