Email remains one of the most important tools for professional communication, but writing important messages inside a cramped compose window is rarely ideal. That is where drafting emails in Google Docs quietly changes the workflow. Instead of rushing through a message in Gmail, Docs gives you a clean writing space, advanced formatting, and the ability to collaborate before the email is ever sent.
For client proposals, sensitive internal communication, or any email where tone and clarity matter, Google Docs works like a staging ground. You can edit freely, track changes, leave comments, and refine wording without the pressure of hitting send too early. Once the draft is ready, Google’s Email draft feature lets you preview and send it directly through Gmail without copying and pasting anything.
Google introduced this feature as part of its building blocks system, and it effectively turns Docs into an email drafting hub rather than just a writing tool.
Step-by-step guide to drafting emails in Google Docs
Start by opening Google Docs in your browser and creating a new blank document. This gives you the full canvas needed to work on your email without distractions.
Next, insert the Email draft block. Click on Insert, then choose Building blocks, and select Email draft. Alternatively, you can type @email directly into the document and press Enter. This instantly creates a structured email layout with dedicated fields.
You will now see sections for recipients, subject line, and the message body. In the To field, type the @ symbol to pull up contacts from your Google account, or manually enter an email address. After that, add a clear and concise subject line, just as you would in Gmail.
You can then write the email body using all of Docs’ formatting tools. This includes bold and italics for emphasis, bullet or numbered lists for clarity, and proper paragraph spacing. Unlike Gmail, Docs also makes it easy to move sections around, rewrite entire paragraphs, or test different tones before finalising the message.
One of the biggest advantages of drafting emails in Docs is collaboration. You can share the document with colleagues, managers, or clients and allow them to comment or suggest edits. Suggestions mode is particularly useful, as it lets reviewers propose changes without altering your original text. This makes it ideal for approvals, sensitive messaging, or team-written emails.
Once the email is ready, click on Preview in Gmail, which appears at the top left of the Email draft block. A Gmail pop-up window will open, showing exactly how the email will look in the inbox. This is your final checkpoint. You can still make small edits at this stage if needed.
When everything looks right, click Send. The email is sent through Gmail, but the draft remains in your Google Docs file, creating a permanent record you can revisit later.
Drafting emails in Google Docs is not about replacing Gmail. It is about slowing down the writing process just enough to improve quality, reduce mistakes, and involve the right people before a message goes out. For anyone who sends important emails regularly, it is a simple habit that pays off quickly.
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