GMail Canned Responses: answer your email in two clicks

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If you find yourself typing the same responses to emails time and time again (who doesn’t?) then GMail may have just made your life a little bit easier. Canned Responses allows you to save frequently used messages and paste them directly into your responses, all in a couple of clicks. If you’re using GMail, it should make life a lot easier than saving messages on your PC or in the drafts folder. Here’s a quick video on setting it up:

19 Responses

  1. Thats what I detest most about eBay and Paypal responses..cut & paste garbarge most of the time.

    I can’t see that this is the way forward for any business, personal service wins everytime.

  2. Whirly – I agree… up to a point. However, 95% of my ASQs (and I do monitor it) are the same two questions:
    1) I paid for this two days ago and I haven’t got it yet, have you posted it?
    and
    2) your listings say “PayPal only” but I want to post you a cheque.

    On the second one, I do and will continue to use a cut and paste email. I don’t see any point in my typing out “dear so and so, no sorry, PayPal only means PayPal only” every time.

    On the first one, I have a form letter that says “it was posted yada yada, I’m in France, you’re in the UK, allow a bit longer”, and I will always “personalise” it in so far as I’ll add the actual date of dispatch – but again, what’s the point of me typing out the same text over and over again?

    The problem with cut and paste messages isn’t using them per se, it’s using them when they’re inappropriate.

  3. yep a canned response,

    of course we posted it yer big plum,!
    we would not have emailed you to say we had, if we had not,
    if you had took the trouble to read the effin email .you would have noticed that we have sent it Special delivery it has a tracking number! you can check on line rather than bothering us,
    and if you were not in, or rodgering the budgie, or engaging in some other sort of sexual deviation ,when the postie called , it will be awaiting collection,
    but as you have waited 2 weeks before contacting us you big dollop!
    it is now probably on its way back to us,

  4. I couldn’t live without my canned response set up as an email signature and sent as a reply to PayPal echeque notifications….

    “Many thanks for your payment which was by echeque. Echeques normally take around ten days to clear and as soon as PayPal give us permission we’ll ship your item. Should you wish to receive it more quickly we could refund the echeque and you can repay using a credit card funded payment.

    Please feel free to contact us on 0771xxxxxxx if we can be of any further assistance

    Many thanks

    Chris”

  5. talking about echeques
    we always used to trust the buyer and treat them as regular paypal payments
    been stung twice this week with the payments being cancelled
    first time ever
    so needless to say they wait now
    and guess whos going to copy and paste the above auto response

  6. We have an echeque email in SMP.

    But further to a previous post. Clipmate and Typeitin are excellent for storing text.

    Whirly, you can use stored text, but edit the details, example from our own system:

    Without edit:

    Hello πŸ™‚

    Thank you for letting us know that your purchase arrived safely πŸ™‚

    Best regards,

    Philomena and Mark

    PS: Please do not forget your 5% discount on all future purchases (this does not include Best Offers or Postage and Packaging).

    We would also ask that you consider adding us to your “Favourite Seller” list as we send out a weekly email to showcase our latest auction items, that may include items that suit your taste πŸ™‚

    Edited version:

    Hello Fred πŸ™‚

    Thank you for letting us know that your purchase arrived safely and you are happy with your item.

    Your kind feedback was appreciated πŸ™‚

    Best regards,

    Philomena and Mark

    PS: Please do not forget your 5% discount on all future purchases (this does not include Best Offers or Postage and Packaging).

    We would also ask that you consider adding us to your “Favourite Seller” list as we send out a weekly email to showcase our latest auction items, that may include items that suit your taste πŸ™‚

    Mark

  7. The above was used with typeitin.

    We use typeitin for quick emails.

    Clipmate for massive storage of inserts.

    We have one file just with dates in for certain types of porcelain etc.

    So Clipmate is more than a “boiler plate email” generator, it saves any commonly used html, or text.

    Mark

  8. @ # 7

    How many times have you been paid by an e-check? Somewhere between 1/3 and 1/2 of mine never go through and it has been like that since 2002. This is probably specific to the US but I’ve found that every time the estimated clear date is more than a week in advance it is going to fail.

  9. I use clipmate too which is handy for this as well as lots of other stuff – I think originally on Mark’s recommendation, so thanks Mark πŸ™‚

    I agree with Sue that cut & paste is only a problem when used inappropriately – the trick is to customise so it doesn’t look like cut & paste.

    I have all sorts of paragraphs squirrelled away – what’s the point in re-inventing the wheel every time you get an ASQ?

  10. Quick parts –

    Open new email, type your content, highlight it, click the ‘insert’ tab, look in the ‘text’ links area – click Quick Parts, then save selection to gallery.

    To use in a new email or reply – select the appropiate saved text block and it is placed in the body of the email.

    To save moving from Message to Insert tab to Quick Parts – you can add the Quick Parts icon to the quick toolbar at the top of the Outlook 2007 page

  11. I use hot keys free version and have done for years but I do like the look of the gmail one, great article Sue thank you.

    I just broke my headset πŸ˜•

  12. I absolutely love their new feature, canned responses. Now I won’t have to resort to 3rd part apps to copy-paste stuff like default reply templates πŸ™‚

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