Using Gmail’s Canned Responses to Send a DMCA

Gmail LogoIt is not often that this site gets the chance to talk about the latest in tech news but the latest addition to GMail Labs, Canned Responses, could be a great boon to those who send out a large volume of DMCA notices.

Previously, sending a DMCA notice from Gmail involved using a template stored on your computer and either pasting it manually or using a text expansion program such as Signature, Typinator or others.

With the new Canned Responses feature, the DMCA notice, as well as your cease and desist letter, can be stored within Gmail, making it easy to file a notice from any computer that you have access to.

How you do that is surprisingly simple, all you need is access to a GMail account (Not a Google Apps one sadly) and a good stock letter.

Step 1: Turn on the Canned Responses Feature

Log into your Gmail and click on the green icon at the top to access Gmail Labs.

Google Labs

Then scroll down and turn on Canned Responses

Enable Canned Responses

Once you’ve clicked enable, scroll down and click “Save” to make it available it in your account.

Step 2: Paste Your Text into a New Email

Open up a new email and copy your stock letter to the clipboard. Then, paste the letter into your new email, being careful to overwrite your signature if you do not want it to appear when you send out a DMCA notice.

Gmail Paste Text

Also, be certain to add the subject line you want to use, something akin to “Notice of Copyright Infringement” works best.

Step 3: Save as a New Canned Response

Save the notice as a new canned response, it will automatically insert the subject as the title but you can change that at the next pop up.

Save New Canned Response

Once you’ve done that, your canned response is ready to use.

Step 4: Paste Into New Email

Open up a new email in Gmail and click the canned response link.

Canned Responses

If everything went as planned, the canned response should overwrite your entire email, including your signature line, leaving you with a completely clean template that you can add the relevant information into.

Some Caveats

Right now, much to my chagrin, Gmail Labs is not available for Google Apps accounts. It is only for basic Gmail accounts.

Second, be EXTREMELY careful when using this feature as it is very easy to accidentally hit “Save” and not “Open” when trying to drop in a canned response, thus overwriting your existing template. Both “Open” and “Save” use very similar pop up warnings, making it very easy to click past them without reading.

Finally, double check your subject and formatting after dropping in the canned response. Though sometimes it seems to add the correct subject, other times it does not. It is clear that this feature is not working 100% just yet.

Conclusions

All in all, I this new feature has a great deal of usability and, though I’ve focused here on sending a DMCA notice, it works just as well for any stock letter or template.

This is a feature that I’ve been waiting for for a very long time in Gmail and the fact that it is not available for Google Apps has me a bit miffed right now. However, I can use my regular Google account to send any notices that I have to.

Perhaps the greatest beauty of Gmail is its flexibility, allowing me to send mail from my address using several different Gmail accounts.

17 Responses to Using Gmail’s Canned Responses to Send a DMCA

  1. valerie says:

    Cool! I download my email and didn't know Gmail had that new feature!

  2. Glad it helped! I typically use Gmail IMAP too but this might just swing me back to the dark side… If it ever comes to Google Apps… Jerks.

  3. [...] Google Blogoscoped, Google Watch, WebProNews, Epicenter, Google Operating System, Startup Wire, PlagiarismToday, Gizmodo, AppScout, TechCrunch, webmonkey and Lifehacker October 22, 2008 | jason | [...]

  4. Great post from Plagiarism Today on Using Gmail's Canned Response to send a DCMA notice http://is.gd/4zIe

  5. TequilaLCorbly says:

    Hmm, that sounds quite helpful. Good to see Google giving us easy to use solutions. :)

  6. garricks says:

    In my Gmail I initially had to click on Settings > Labs to get the green beaker to appear. Then I was able to access this and many other labs features.

  7. Thanks for the suggestion! Unfortunately, it doesn't work in Google Apps. I was hoping you were right. Sadly, it doesn't appear they've added Labs for Google Apps yet. Thank you again for the info!

  8. I think this was one of the most long-awaited features for Gmail. So it is nice to see it finally go in. It's becoming more like a standalone mail client every day.

  9. [...] Plagiarism Today has a post on Using Gmail’s Canned Responses to Send DCMA Notices [...]

  10. Gmail is very user friendly. Love it!

  11. [...] a concrete example: Jonathan Bailey of Plagiarism Today has written a tutorial about how he uses Gmail’s canned responses to send DMCA notices. You can apply the same idea when you’re sending independent contractor agreements, [...]

  12. franjeanes says:

    Thanks for the great postJonathan, and especially for the caveats – very good to know.

  13. rubai.soni@gmail.com says:

    But how can the attachments be attached to the canned responses.. coz it is tedious to attach them again and again..

  14. I don't think there is a way to but there shouldn't be a need to send an attachment in most cases when sending out a DMCA notice, unless you are wanting to forward a PDF copy.

  15. Ubong says:

    Thanks much Jonathan.But I got a question.Could this feature be used in sending out sales letters to contacts,just like other autoresponders do?

  16. I don't see why it couldn't. Should be fairly trivial.

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