How to save canned responses on iPhone (3 ways)
The quickest way to save canned responses on iPhone is to keep them somewhere you can insert them from the keyboard, so they’re available in every app. iPhone’s built-in Text Replacement does this for short phrases. For longer replies, or replies that come with a link, photo or PDF, a snippet keyboard such as Handy works better. Here are three options and when each one makes sense.
1. Text Replacement (built in, best for short phrases)
Text Replacement turns a short shortcut into a longer phrase as you type. Type omw and iPhone offers “On my way!”.
To add your own:
- Open Settings, then General, then Keyboard.
- Tap Text Replacement, then +.
- Enter the full text as the Phrase and a short code as the Shortcut, then tap Save.
Now typing the shortcut in any app suggests the phrase above the keyboard. Your replacements sync to your other Apple devices through iCloud.
Good for: email addresses, a sign-off, a one-line answer. Not so good for: long, multi-paragraph replies, anything with a photo or file, or a library you want to browse. You also have to remember every shortcut.
2. A pinned note (built in, but slow)
Some people keep their stock replies in a note pinned to the top of the Notes app. When you need one, you switch to Notes, find the reply, select it, copy it, switch back and paste.
Good for: a handful of replies you use now and then. Not so good for: anything you send several times a day. All that switching adds up, and it’s easy to copy the wrong paragraph.
3. A snippet keyboard (best for longer replies and files)
A snippet keyboard puts your saved replies inside the keyboard itself. Instead of typing a shortcut or leaving the app, you switch keyboards and tap the reply you want.
Handy is one we make for iPhone and iPad. You save a reply once, then insert it from the Handy keyboard in Messages, WhatsApp, Mail, Slack or any other app. It also holds the things that often go with a reply, such as links, photos and PDFs.
To set it up:
- Install Handy and add your replies in the app, or save text from another app with the Share button.
- Go to Settings, then General, then Keyboard, then Keyboards, and tap Add New Keyboard. Choose Handy.
- In any app, tap the globe or keyboard-switch key to bring up Handy, then tap a reply to insert it.
Pin the replies you use most so they’re always at the top, and search when you have more than a screenful.
Good for: replies you send many times a day, long templates, and replies that need a link, photo or document.
Which should you use?
| You want to… | Use |
|---|---|
| Expand a few short phrases | Text Replacement |
| Keep an occasional reference list | A pinned note |
| Send long replies, or replies with links and files, every day | A snippet keyboard like Handy |
Many people use both: Text Replacement for tiny things like their email address, and a snippet keyboard for everything bigger.
Tips for canned responses that don’t sound canned
- Leave a gap to personalise. Start with “Hi ,” and add the name before sending.
- Keep one reply per job. “Pricing”, “Opening hours” and “Booking link” are easier to find than one giant reply.
- Name them by what they answer, not by who you send them to.
- Review them now and then. An out-of-date price or link in a stock reply is worse than no reply.
Saving canned responses takes a few minutes. It pays for itself the first time someone asks the question you’ve already answered fifty times.