# How to use Smart Replies (Mass/Batch Replies)

This feature is meant to make it easier to send multiple smart mail replies all at once.

Written by Yujia Zheng  
October 17, 2024

## Steps to Use Smart Replies:

1. **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.

2. **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**.

3. **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.

4. **Reply to Selected**:
   
   Once your emails are selected, open the **selection cart** and click the **Reply To Selected** button to begin composing your reply.

5. **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.

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# **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.

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## **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.

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## 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.