Speed Up Replies With Canned Responses

If you find yourself typing the same answers over and over, canned responses save you the effort. Store your go-to replies once, then insert them into any conversation in seconds — with consistent, on-brand wording every time.

Create a canned response

1. Go to Settings, then Canned Responses under Productivity.
2. Choose New Response.
3. Give it a clear title, write the message, and assign a short shortcut (for example, hours or refund).
4. Save it.

The shortcut is the key to inserting it quickly later, so pick something short and memorable.

Organize with categories

As your library grows, categories keep it tidy.

1. Create categories such as Billing, Onboarding or Troubleshooting.
2. File each response under the right category. Responses left without one appear as uncategorized.
3. The picker groups responses by category as you search, which is what makes a large library usable mid-chat.

Insert a response into a chat

1. In the reply box, type / — the canned response picker opens as soon as you do. There is also a canned response button beside the reply box.
2. Keep typing to filter. The search matches the shortcut, the title and the message text.
3. Move through the list with the arrow keys and select the one you want. Its full text drops into your reply box.

You can send it as-is or edit it first to personalize the message.

See what's working

Every insertion from the picker is counted, and responses are listed most-used first. Over time the ones your team actually reaches for float to the top, which makes it easy to spot the snippets nobody needs any more.