You don’t have to write the same email every time if you can set up permanent replies in Gmail. If you find yourself sending the same text snippets to people, consider using the standard reply feature to automatically send those messages when the criteria you’ve set are met.
This feature works by setting up a filter in Gmail so that when certain conditions are met (such as when a specific person has sent you an email), a message of your choice is automatically sent to that address; They are called ready-made answers †
If you prefer to send vacation responses to Gmail, you can enable a different setting.
Set up automatic email replies in Gmail
If you want Gmail to automatically reply to emails based on a set of criteria, follow these instructions to set up your inbox correctly:
To turn on Canned Answers Open Settings Gmail (gear icon) and enable the option Canned Answers In chapter Additionally † tab †
Create a template that you want to use to automatically reply to messages.
Select Show search options triangle in the search box at the top of Gmail. It’s a small triangle to the right of the text area.
Define criteria The to apply to the filter, such as the sender’s email address and any words that should appear in the subject or body.
Select the link at the bottom of the filter options called Create filter †
Check the box next to the option Submit a completed answer †
Open the drop-down list next to Send a permanent reply and select which one to send when the filter criteria are met.
Select another filtering option to apply, such as skip the inbox or delete the message.
Select Create filter †
The newly created filter will be saved in the ‘Filters and blocked addresses’ section of your Gmail settings.
Important facts about autoresponders
While out-of-the-box replies can help automate your email workflow, there are a few important things to consider before setting up filters.
Only new letters † The filtering options only apply to new messages that appear after they are created. Even if you have emails that can be filtered, pre-made replies will not be sent to the recipients of those emails.
Other email address † Get out of hand comments, of course, come from an address that still belongs to you, but with a slightly changed email address. For example, if your regular email address is email@example.com, when you send automatic emails, the address will change to firstname.lastname@example.org.
This is still your email address, so replies will still be sent to you, but the address will be changed to reflect that it’s from an auto-generated message.
Appendix † Although it is possible to attach files to a permanent reply and use them when you paste the reply manually from the menu More Options > Canned Responses , you cannot automatically send email attachments. In this way, all text in the prepared answer is sent, but no attachments; this also includes inline images.
At the same time, ready-made answers should not be plain text. You can include rich text such as bold and italics and they will be sent automatically without any problems.