Smart Replies are designed to streamline your email workflow, allowing you to send multiple Smart Mail replies at once. This feature makes it easier to manage large-scale communications efficiently.
Steps to Use Smart Replies:
Enable Selection Mode:
In the Mail tab, navigate to Smart Mail in the left-hand bar. This will bring you to your Smart Mail inbox. To perform batch replies for a specific Smart Mail Group, select the group first.
Select the Subject Line:
In the Smart Mail tab, choose the subject line of the emails to which you'd like to send a batch reply. This will open the pipeline view.
Select Mail Items:
In the pipeline view, you can click the checkmark at the top of a column to select all mail in that column. You can also manually deselect specific mail by clicking on individual messages.
Reply to Selected:
Once your emails are selected, open the selection cart and click the Reply To Selected button to begin composing your reply.
Access the Smart Mail Template:
After clicking Reply to Selected, you'll be directed to the Smart Mail Template. This is where you can draft your reply, which will be applied to all selected contacts.
Template Reply vs. Personalized Reply
When sending replies using Smart Mail, you can choose between a Template Reply (applying the same message to all contacts) or a Personalized Reply (customizing the message for specific contacts).
Template Reply
After selecting the emails and clicking Reply to Selected, the Template Reply window opens.
The reply template will apply to all emails being sent to the selected contacts.
This method is perfect for general communications that don't require individual customization.
Personalized Reply
If you want to customize a reply for a specific contact, simply click on that contact's name from the left-hand side of the template window.
Any changes you make will be unique to the selected contact. This personalized message will be sent only to them.
The base template remains visible, but individual edits are only applied to the selected contact.
Frequently Asked Questions (FAQ):
Q: What is the purpose of Smart Replies?
A: Smart Replies are designed to help you send multiple replies at once using Smart Mail, making it easier to manage large-scale email communications efficiently.
Q: Can I use Smart Replies for a specific group?
A: Yes, you can batch reply within a specific Smart Mail Group. Just select the group from the left-hand bar in the Mail tab before starting the batch reply process.
Q: How do I select all the emails in a specific column?
A: In the pipeline view, simply click the checkmark at the top of a column to select all the emails in that column.
Q: Can I deselect individual emails after selecting a group?
A: Yes, you can click on individual emails to deselect them from your batch selection.
Q: How do I know the selected emails have received my Smart Reply?
A: Once you apply the Smart Mail Template and send the replies, the emails are sent to all selected contacts, and you can verify the sent status within the Smart Mail tab.
Q: What is a Template Reply?
A: A Template Reply is a reply that is sent to all selected contacts in your Smart Mail group. The same template message is applied to all emails.
Q: How do I create a Personalized Reply?
A: To create a Personalized Reply, click on an individual contact from the left-hand side of the template reply window. Any changes you make while that contact is selected will only apply to that specific person.
Q: Will my changes affect all contacts if I personalize one email?
A: No. When you personalize a reply for a specific contact, the changes only apply to that particular contact. Other contacts will still receive the original template.
Q: Can I revert back to the template reply after personalizing an email?
A: Yes, simply click away from the personalized contact, and the default Template Reply will still be intact for the other contacts.
Q: Can I send both template replies and personalized replies in the same batch?
A: Yes, you can use the template for most contacts and personalize messages for specific individuals within the same batch process.