You have typed the parking directions eleven times this week. Same landmark, same turning, same sentence about the barrier being open after 6pm. You could recite it in your sleep, and you still type it out every time.
A quick response is a reply you save once and send with three keystrokes. Type a slash in the message box, type a word, press Enter.
This article covers writing them, using them, and turning a reply you have already sent into one.
Before you start
You are signed in with an account that can reply to chats.
You have a reply in mind that your team sends more than once a week.
How a quick response is put together
Each one has two parts.
The Message is the text that gets sent.
The Shortcuts are the words you type to find it. One quick response can have several, so the parking directions can answer to parking, carpark and directions.
Shortcuts group your replies rather than name them one to one. Several replies can share a shortcut, which is how parking can hold both the daytime and the after-hours version.
Write a quick response
Go to Settings, then Quick Responses.
Select New Quick Response.
Type the reply in Message. Write it the way you would send it, greeting and all.
In Shortcuts, type a word and press Enter. Add as many as you want, or separate them with commas. At least one is required.
Select Save.
Use one in a chat
Open a conversation in Chats and put your cursor in the message box.
Type / at the start of a word. The list opens.
Keep typing to narrow it down. Typing /park shows only the shortcuts that match.
Use the arrow keys to move through the shortcuts and the replies inside them.
Press Enter to drop the reply into your message box.
Change anything you want to change, then send.
Note
The slash only opens the list at the start of a word. A slash inside a word, such as a date or a web address, is treated as ordinary text and nothing pops up.
Turn a reply you have already sent into one
The best quick responses are the ones you have already written by hand, because you know they work.
Find the message in the conversation.
Open the menu on that message and select Convert to Quick Response.
The message is filled in for you. Add a shortcut, then select Save.
Pro AI Tip
Use Smart Compose to polish a rough reply first, then convert that version. You save the wording you would have wanted rather than the one you typed at 9pm.
Keep the list worth using
A list of six replies your team knows by heart beats a list of sixty nobody reads.
Select Edit on a quick response when the details change, such as a price or an opening time. Everyone gets the new version straight away.
Search by message or shortcut when the list gets long.
Select Delete for anything nobody sends any more.
Caution
Edit a quick response when the wording is out of date. Deleting one cannot be undone, and it goes for everybody on your team, not only you.
The parking directions are now three keystrokes. So is the deposit policy, and the halal certification question, and the one about the private room.
Related
Reply faster with Smart Compose for the replies you have not saved yet.
Set up Instant Answers so your AI assistant answers the common questions before anyone opens the chat.
Respond to a chat alert from your AI assistant to handle the ones it passes to your team.