Submit tasks at lightning speed with email templates

Max Dana Updated by Max Dana

Typing can be tedious. Especially when you have to type the same thing over and over. One way send work requests or documentation to ArtsPool more quickly is to use email templates to automatically populate your subject line and email body based on the template you choose. We use Gmail at ArtsPool, so the below instructions are specific to Gmail's templates feature, but you can set up similar templates in email clients such as Outlook or Mac Mail. 

Enabling templates

  1. Select the gear icon on the upper right corner of the Gmail interface.
  2. Select Settings.
  3. Select Advanced on the horizontal menu at the top.
  4. Enable Templates.
  5. Select Save Changes at the bottom of the page.

Creating your first template

  1. Select Compose from the top left of the Gmail interface.
  2. Enter a template subject line using suggested subject line formats from ArtsPool's Task description cheat sheet as a guide (e.g. Reimbursement: [EMPLOYEE NAME] - [AMOUNT]).
  3. Enter template text for the body of the email.
  4. Select the meatball menu (three dots) on the bottom menu bar of the new message pane.
  5. Select Templates > Save draft as template > Save as new template
  6. Enter a name for the template and click Save.

These subject and body templates will be inserted into your email when the template is used.

Using templates

  1. Select Compose from the top left of the Gmail interface.
  2. Select the meatball menu (three dots) on the bottom menu bar of the new message pane.
  3. Select Templates, then click on the name of the template you would like to use. The subject and body of the template will be inserted into your draft email.
  4. Enter your organization's ArtsPool app address (aka "magic address) in the To: field.
  5. Attach documentation (if applicable).
  6. Press Send.





How did we do?

Email like a champ with Gmail keyboard shortcuts

Creating a Gmail filter

Contact