Create an Email Template with Shortcuts
Sending the same type of email again and again? Whether it’s a weekly update, a reminder, or a check-in, rewriting the same message can be tedious. That’s where the Shortcuts app comes in. With just a few steps, you can create a reusable email template and access it right from your Mac’s menu bar or your iPhone and iPad.
This guide walks you through the entire process—from building the shortcut to using it across your devices.
Why Email Templates Are So Helpful
Creating an email template isn’t just a nice trick—it’s a real time-saver. If you regularly send messages with similar wording, using a shortcut lets you fill in details quickly without starting from scratch every time. You’ll also avoid forgetting key information or phrases that need to stay consistent.
It’s also ideal for personal routines, like checking in with friends, following up on meetings, or sending weekly reminders.
Build the Template Shortcut
To get started, open the Shortcuts app on your Mac. You’ll be creating a new shortcut that uses the Send Email action. Once you name your shortcut, you can pre-fill the subject and body of the message with the text you want to reuse.
If you’d like, you can leave the recipient field blank so that each time you run the shortcut, you can fill it in manually. Or you can enter a specific email address if the message is always going to the same person.
Add It to the Mac Menu Bar
Once your shortcut is ready, you can make it even easier to use by adding it to your Mac’s menu bar. Just open the shortcut’s settings and check the option to “Pin in Menu Bar.” Now, any time you need to send your pre-written email, just click the menu bar icon and run the shortcut.
This puts your template just one click away—no need to open the Mail app or retype anything.
Use the Template on iPhone and iPad
Your shortcut also syncs automatically to your iPhone and iPad if you’re using the same Apple ID with iCloud. On your mobile devices, you can open the Shortcuts app, find your email template, and tap to run it.
You can even add the shortcut to your Home Screen or Back Tap gesture to make it faster to access.
Wrap Up
If you send similar emails regularly, setting up a template with Shortcuts is a simple way to save time and reduce repetitive typing. It works seamlessly across your Apple devices and can be customized as much or as little as you like.
This small setup can make your daily communication a whole lot smoother.