# Gmail for account executives on Mac: templates, scheduled sends and Lazur voice help

> Gmail for account executives on Mac: set up templates, Undo Send, scheduled sends and shortcuts, plus Lazur voice help for faster follow-ups.

URL: https://www.lazur.app/for/account-executives/gmail
Updated: 2026-11-07

Gmail for account executives on Mac runs in a browser, and a few settings save real time. Google's help pages describe Gmail as a browser app, and they do not describe a Mac program for it. Templates, Undo Send, scheduled sends and keyboard shortcuts cover the email work account executives repeat most. This guide shows where each one lives, what it cannot do, and where Lazur helps.

## Quick answer

- Gmail on Mac runs in a browser. Google's help pages describe Gmail as a browser app, not a Mac program.
- Templates and keyboard shortcuts both need setup. Templates work only on a computer, and shortcuts stay off until you turn them on.
- Undo Send offers 5, 10, 20 or 30 seconds. Pick 30 seconds for client and pricing email.
- Scheduled sends cap at 100 emails and can go out a few minutes late. Schedule them in the buyer's time zone, with a margin.
- Lazur guides, points and drafts while you work. It does not click Send for you.

## Gmail on Mac is a browser app, so set it up there

Google's help pages describe Gmail as a browser app. They do not describe a Mac program for it. Every step in this guide happens in Safari or Chrome. Open Gmail, sign in with your work account, and keep that window for sales work.

Pick one browser for sales email and stick with it. Mixing a personal account and a work account in one window is where wrong sends start. Chrome lets you set up a separate profile for work, with its own sign-in. Keep personal mail out of that profile.

![Account executive at a desk using Gmail on a Mac laptop](https://lfobmih1tpj3sgpo.public.blob.vercel-storage.com/content-images/role-app/account-executives-gmail/gmail-for-account-executives-on-mac-1-717b78.jpg)

## Templates for first replies, follow-ups and proposals

Templates hold the emails you write every week. Most account executives need three. Keep one for the first reply after a discovery call. Keep one for a follow-up after silence. Keep one for the note that goes with a proposal.

Templates are a computer feature. Google's help says: 'You can only turn on and use message templates from Gmail on your computer.' Its Workspace help adds that templates are not available in Gmail mobile apps. If you draft on your phone, your templates will not be there.

Set one up in five steps:

1. Open Settings > See all settings > Advanced, then turn on Templates.
2. Save changes at the bottom of the settings page.
3. Click Compose and write the email you want to reuse.
4. Click More options, the three dots at the bottom of the compose window, then choose Templates.
5. Save the draft as a new template. Give it a name you can scan in a second, such as Follow-up after pricing call.

Here is a worked example. Your follow-up template runs about four lines. When a buyer goes quiet, you insert it, rewrite the first line to match their last message, and read it once. Change two things each time: the subject and the line that points to the last call. That is the whole job.

The mistake is letting templates go stale. A template with last year's price gets sent to a new buyer, and nobody notices until the reply comes back. Review each template after any pricing change, and set a calendar note to review them every quarter.

| Gmail feature | Where to find it | Limit or catch |
| --- | --- | --- |
| Templates | Settings > See all settings > Advanced, then More options > Templates | Computer only, not in Gmail mobile apps |
| Undo Send | Settings > See all settings > General | Window of 5, 10, 20 or 30 seconds |
| Schedule send | Compose, then the down arrow next to Send | Up to 100 scheduled emails, may go out a few minutes late |
| Keyboard shortcuts | Settings > See all settings | Off until you turn them on |

_Four Gmail features that matter for account executives, with Google's limits._

## Undo Send: choose the 30 second window on purpose

Undo Send gives you a short window after you click Send. A message appears at the bottom left that says 'Message sent,' with an Undo link. Click it before the window closes, and the compose window comes back.

Set the window in Settings > See all settings > General. Google offers 5, 10, 20, or 30 seconds. Pick 30 for pricing, contracts, and any email with a client's name in the subject line.

Five seconds is too short to catch a wrong attachment. Thirty seconds still needs one last look at the To field. Long threads often carry an old recipient, so check every name before you click Send.

After the window closes, the message has left Gmail. You then need a follow-up email to correct it. For the full recovery steps in the browser and Apple Mail, read [How to undo send in Gmail on Mac](https://www.lazur.app/how-to/undo-send-in-gmail).

## Schedule sends for buyers in other time zones

Scheduled sends fix the most common timing problem. You write at seven in the morning, but the buyer reads in the afternoon in another zone. Schedule the email for the moment they will open it.

1. Click Compose and write the email.
2. Click the down arrow next to Send.
3. Choose Schedule send, pick the date and time, then confirm.

Gmail sends the email based on the time zone you schedule it in. If your buyer is in Chicago and you are in San Francisco, read the zone on screen before you confirm. Your menu bar clock shows your zone, not theirs.

Here is a worked example. A buyer in Chicago asks for a proposal by Friday. You finish it on Wednesday afternoon. Schedule the note for Thursday at nine in the morning, Central time, and cancel only if the buyer replies first.

Two limits matter. You can have up to 100 scheduled emails at a time. Google also says scheduled emails may be sent a few minutes after the set time. Do not schedule a note for the exact minute of a meeting.

To change or stop one, open Scheduled in the left panel, select the email, and click Cancel send. Google says a cancelled email becomes a draft. Edit it, then schedule it again.

A common mistake is scheduling a follow-up and forgetting it. Open the Scheduled folder every Monday. A quick scan shows what goes out this week.

## Keyboard shortcuts for Gmail on Mac, and how to turn them on

Shortcuts remove mouse trips. They stay off until you turn them on. Google's keyboard shortcut page says you must enable them in Settings. Several sections warn that the shortcuts will not work until you do.

1. Open Settings > See all settings.
2. Find the keyboard shortcuts option and select Keyboard shortcuts on.
3. Save changes at the bottom of the page.

These are the Mac keys on Google's page for the computer version of Gmail:

- ⌘ Enter sends the email from the compose window.
- ⌘ k inserts a link.
- ⌘ ; moves to the next misspelled word.

Google notes that shortcuts work differently on PC and Mac, so use the ⌘ key on your Mac. Test each one in a blank draft first. The page looks old in places, so if a key fails, check the current list in Settings.

## Follow-ups that don't depend on memory

Deals often stall in the gap between emails. A follow-up sent three weeks late reads like a fresh start. Set the next date before the call ends, while the buyer's wording is still fresh.

Use one simple rhythm. Send the recap the same day. Schedule the first follow-up for the day the buyer said they would decide. Keep a short last-touch template for the moment you stop chasing.

A few touches over a few weeks is usually enough. More than that reads as pressure. Gmail gives you the tools, but you choose the dates.

A reminder outside the inbox helps too. Ask Lazur to add an Apple Reminders item, so the follow-up has a home that is not your email.

## Common mistakes account executives make in Gmail

- Turning on Templates, then looking for them on the phone. Templates are computer only.
- Leaving Undo Send at its shortest window, then sending the wrong pricing sheet.
- Scheduling in the wrong time zone and trusting the clock on your own screen.
- Assuming a scheduled email goes out at the exact minute. A few minutes late is normal.
- Letting the Scheduled folder fill up, then hitting the limit of 100 in a busy week.
- Skipping the shortcut setting, then wondering why ⌘ Enter does nothing.
- Keeping old templates. A stale price in a template is still a stale price.

## Edge cases: threads, forwards and shared inboxes

Long threads cause the most trouble. A reply sent from the middle of a thread can carry old text, old recipients, or an old price. Scroll to the bottom of the quoted text before you send.

Forwards need care too. Remove internal notes before you forward a message to a buyer. A new email built from a template starts clean, so use one when the old thread is messy.

If you share an inbox with a teammate, agree on who sends each follow-up. Two reps who each schedule the same reminder look careless to the buyer. A short internal note in the deal record keeps the work from doubling.

## What the time numbers say about email and CRM work

A 2018 Forbes article reported on a Time Management for Sales study. The study covered more than 720 reps, with in-depth interviews of more than a dozen. On average, only 35.2% of rep time went to selling-related functions.

The same article puts 17.9% of rep time in CRM work and 14.8% in administrative tasks. It gives 9.1% for spreadsheets. Sales email shows up at 33.2%, but that figure is a share of sales-technology time, not of the whole day.

Treat these as directional. The study is from 2018. The article does not name the sponsor or explain how email was measured. Gmail is not broken out on its own. Use the numbers to question your week, not to set a target.

You may see a widely repeated figure for how much of a week goes to email. I could not verify its source, so this guide leaves it out.

Track your own week instead. Mark each block that touches email, CRM or admin in a notebook for one normal week. That count tells you more than any industry average.

- **35.2%** of rep time goes to selling-related functions, from a 2018 study of more than 720 reps ([source](https://www.forbes.com/sites/kenkrogue/2018/01/10/why-sales-reps-spend-less-than-36-of-time-selling-and-less-than-18-in-crm/))
- **17.9%** of rep time goes to CRM work, per the same 2018 study ([source](https://www.forbes.com/sites/kenkrogue/2018/01/10/why-sales-reps-spend-less-than-36-of-time-selling-and-less-than-18-in-crm/))
- **100** scheduled emails you can have in Gmail at one time ([source](https://support.google.com/mail/answer/9214606?hl=en&co=GENIE.Platform%3DDesktop))
- **30** seconds, the longest Undo Send window Google offers ([source](https://support.google.com/mail/answer/2819488?hl=en))

## Where Lazur fits while you work in Gmail

![Sales team reviewing a follow-up email on a laptop before a client call](https://lfobmih1tpj3sgpo.public.blob.vercel-storage.com/content-images/role-app/account-executives-gmail/gmail-for-account-executives-on-mac-2-0372df.jpg)

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘, which is Option and Command together, and ask about anything on screen. Lazur answers out loud. It listens and looks at the screen only while you hold the shortcut.

Two kinds of questions work best in Gmail. Ask where something is, and Lazur draws a circle and a label around it. Ask how to do something, and Lazur guides you one click at a time, waiting for each click. It does not click for you.

For writing, hold fn and dictate. Clean, formatted text appears at the cursor in any app, including the body of a Gmail reply. Read the text back before you send it, because dictation can mishear a client's name.

If Gmail is your main work tool, the [AI assistant for Gmail on Mac](https://www.lazur.app/apps/gmail) page covers the reply workflow in more depth.

## A week-long setup for your Gmail on Mac

1. Turn on Templates and save your first reply and your follow-up. Do it on your computer.
2. Save a last-touch template that closes the loop without pressure.
3. Set Undo Send to 30 seconds in Settings > See all settings > General.
4. Turn on keyboard shortcuts and test ⌘ Enter in a blank draft.
5. Schedule one follow-up for next week, then open the Scheduled folder to check that it appears.

Spread the work over a few days if you want. Each step takes minutes. Do not try to build a full template library in one sitting. Start with the two templates you use most.

## Privacy: what Lazur sees, keeps and sends

Lazur listens and looks at your screen only while you hold the shortcut. Audio and the screenshot go to AI providers so Lazur can answer you. Those are not stored, and content is never used to train AI models.

Think about what is on screen before you hold the key. An open thread with contract terms or a customer's bank details is visible. Close unrelated tabs first. Lazur keeps memory of what you asked and did, kept on your Mac.

## Mac habits that keep Gmail useful all day

Keep Gmail in its own browser window. Use ⌘ Tab to move between it, your CRM and your calendar. Split view helps during calls. Drag the Gmail window to one edge of the screen, and the calendar to the other.

Keep the inbox short. Archive threads that are done. Leave only the messages that need a reply where you can see them. A short inbox makes the scheduled follow-ups easier to spot.

## Where to go from here

Start with templates and Undo Send, then add scheduled follow-ups. Those three habits remove the most repeated typing and the most common mistakes on this page.

If you also support customers after the sale, read [Gmail for customer success managers on Mac](https://www.lazur.app/for/customer-success-managers/gmail). Lazur has a free trial with no credit card. It starts when you first open the app. Check [pricing](https://www.lazur.app/pricing) or [download Lazur](https://www.lazur.app/download) when you are ready.

## With Lazur

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask; it sees your screen, answers out loud, points at buttons and walks you through apps. Hold fn to dictate. Free for 3 days, then $18/month: https://www.lazur.app/download

- “Draft a follow-up to this prospect about the pricing question from our call.”: Lazur types a short draft into the reply box. You read it, change what needs changing, then press Send yourself. (Drafts it)
- “Where is Templates in Gmail on my Mac?”: Lazur circles the Templates setting once Settings is open, and labels it so you can find it without guessing.
- “Walk me through scheduling this email for Thursday morning.”: Lazur guides you one click at a time, waiting for each click, from the arrow next to Send to Schedule send.
- “Draft a follow-up for a prospect who went quiet after the pricing call.”: Lazur types a draft you can edit. You still press Send yourself.
- “Dictate my reply, and keep the punctuation clean.”: Hold fn, speak the reply, and clean formatted text appears at the cursor in the Gmail body.
- “What did this thread say about the renewal date?”: Lazur reads the open thread on screen and answers out loud with the date and who wrote it.
- “Find recent news about this company before my call.”: Lazur runs the research in its own Chrome tabs and comes back with a summary and a report.
- “Remind me to check for a reply in two days.”: Lazur adds an Apple Reminders item for the follow-up, so the reminder lives outside your inbox.
- “What is the keyboard shortcut to send?”: Lazur tells you to press ⌘ Enter, and explains that shortcuts must be turned on in Settings first.

## FAQ

### Is there a Gmail app for Mac?

Google's help pages describe Gmail as a browser app, and they do not describe a Mac program for it. Use Safari or Chrome. Check Google's help before you install any third-party app that claims to be Gmail.

### Can I use Gmail templates on my iPhone?

No. Google says you can only turn on and use message templates from Gmail on your computer. Its Workspace help adds that templates are not available in Gmail mobile apps.

### How long can I undo a sent email in Gmail?

You can set Undo Send to 5, 10, 20, or 30 seconds in Settings > See all settings > General. Most account executives should pick 30 seconds for client email, because a short window leaves no room to check the To field.

### How many emails can I schedule in Gmail?

Google says you can have up to 100 scheduled emails. To change one, open Scheduled in the left panel, select it, and click Cancel send. Google says it then becomes a draft.

### Why did my scheduled email go out a few minutes late?

Google says scheduled emails may be sent a few minutes after the set time. For anything time sensitive, schedule it a little early instead of on the exact minute.

### Why don't my Gmail keyboard shortcuts work?

Shortcuts must be turned on in Settings. Select Keyboard shortcuts on and save the changes. Shortcuts also work differently on PC and Mac, so use the ⌘ key on your Mac.

### Does Lazur send my emails for me?

No. Lazur does not click buttons or operate other apps for you. It guides you one click at a time, points at things, and drafts or types text. You review the text and press Send yourself.

### Does Lazur keep what it sees in my inbox?

Lazur listens and looks at the screen only while you hold the shortcut. Audio and the screenshot go to AI providers to answer you, and they are not stored. Content is never used to train AI models.

## Sources

1. [Create a template in Gmail, Gmail Help](https://support.google.com/mail/answer/14864208?hl=en), Google, checked 2026-11-07
2. [Tips to read & send email in Gmail, Google Workspace Learning Center](https://support.google.com/a/users/answer/11339703?hl=en), Google, checked 2026-11-07
3. [Undo Send, Gmail Help](https://support.google.com/mail/answer/2819488?hl=en), Google, checked 2026-11-07
4. [Schedule emails to send (Computer), Gmail Help](https://support.google.com/mail/answer/9214606?hl=en&co=GENIE.Platform%3DDesktop), Google, checked 2026-11-07
5. [Keyboard shortcuts for Gmail (Computer), Gmail Help](https://support.google.com/mail/answer/6594?hl=en&co=GENIE.Platform%3DDesktop), Google, checked 2026-11-07
6. [Forbes: Why Sales Reps Spend Less Than 36% Of Time Selling (And Less Than 18% In CRM)](https://www.forbes.com/sites/kenkrogue/2018/01/10/why-sales-reps-spend-less-than-36-of-time-selling-and-less-than-18-in-crm/), Forbes, checked 2026-11-07