How to add Quick Text in Salesforce

In this Salesforce tutorial, we will learn how to add Quick Text in Salesforce.

Recently, I got a requirement where I need to share common responses with colleagues in Chatter or email. To fulfill this requirement, I add Quick Text.

So, if you want to learn How to add Quick Text in Salesforce Lightning and Salesforce Classic step by step you’ve come to the right place.

The following are the topics that we will cover in this salesforce tutorial.

  • Quick Text in Salesforce
  • Advantages of Quick Text in Salesforce
  • Disadvantages of Quick Text in Salesforce
  • When we need Quick Text in Salesforce
  • How to add Quick Text in Salesforce Lightning
  • How to add Quick Text in Salesforce Classic

Quick Text in Salesforce

Quick Text in Salesforce is a feature that provides the functionality to the users to save and reuse already-written messages or responses. It is used to save the time and effort of the user by removing repeatedly typing the same message in response to common queries or general information.

Quick Text is used in various Salesforce tools or we can say objects, such as email, and Chatter. Even we can use it in Salesforce Mobile. Users can also create and save their own Quick Text messages or use those that Salesforce has already specified.

Quick Text messages also include the functionality of merge fields, which can be automatically populated with specific data related to the recipient, such as their name, product, case, or company.

It also offers several advantages, including reducing response time, increasing consistency in messaging, and improving the overall efficiency of communication with customers and clients.

But it also has some disadvantages, such as the lack of formatting options and errors if the incorrect Quick Text message is chosen.

So we can say that Quick Text is a helpful tool in Salesforce if we frequently send the same messages or templates to customers, prospects, or teammates in our salesforce.

So, with this, we got an overview of Quick Text in Salesforce. Now, we will move ahead and understand its advantages.

Advantages of Quick Text in Salesforce

There are several advantages to using Quick Text in Salesforce which are as follows:

  1. Quick Text eliminates the need to repeatedly type the same reply in response to general questions or to provide information.
  2. It saves users a lot of time, especially if they connect with clients or team members are used frequently.
  3. Quick Text messages are pre-written and can be standardized, ensuring that all messages sent are reliable and accurate. This can help to keep things clear and avoid confusion.
  4. Merge fields in Quick Text messages can be used to automatically fill up the information about the receiver, such as name or organization.
  5. Users can easily access and use Quick Text messages regardless of which Salesforce tools they are accessing.
  6. Quick Text in Salesforce is a useful tool for users who frequently engage with customers or team members since it can help with efficiency, consistency, personalization, and accessibility.

So, with this, we have learned the advantages of Quick Text in Salesforce. Now, we will move further and understand its disadvantages.

Disadvantages of Quick Text in Salesforce

While Quick Text in Salesforce has several advantages, there are also some potential disadvantages to consider which are as follows:

Lack of customization: While Quick Text messages are prewritten, they might not always offer the customization of messages according to their need. To suit their unique requirements, users might need to create new messages.


Flexibility: As Quick Text messages are pre-written, it’s not possible that adjustments or updates would always be possible to make. If the data in the message needs to be updated this could be a problem.


Overuse: Quick Text should not be used in place of personal communication, especially when dealing with customers.

So, with this, we have learned the disadvantages of Quick Text in Salesforce. Now, we will move ahead and understand its need in Salesforce.

When we need Quick Text in Salesforce

Quick Text in Salesforce can be used in various situations where users need to respond quickly and efficiently to common inquiries or provide basic information. Here are some specific examples of when to use Quick Text:

  • Customer service: Quick Text can be used to send fast responses to frequently asked queries or to confirm receiving requests from customer service.
  • Sales outreach: Quick Text can be used to follow up with specific clients after a meeting or phone call or to send basic introductory messages to a new client.
  • Collaboration within the team: Quick Text can be used to communicate common information to team members, such as rules for a project or instructions for a new project.
  • Marketing campaigns: Quick Text can be used to tell clients about new products or services or to send them regular promotional messages.

In general, Quick Text in Salesforce works best when users need to rapidly and effectively communicate typical information.

So, with this, we have learned when we need the Quick Text in Salesforce. Now, we will move ahead and understand how to add Quick Text in Salesforce Lightning.

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How to add Quick Text in Salesforce Lightning

To add Quick Text in Salesforce Lightning, follow these steps:

  • Log in to your Salesforce account and navigate to Setup.
  • In the App Launcher search box, search for quick text and select the Quick Text option.
How to add Quick Text in Salesforce Lightning
Quick Text in Salesforce Lightning
  • Click on the New Quick Text button to create a new Quick Text message.
How to add Quick Text in Salesforce Lightning Example
New Quick Text in Salesforce Lightning
  • Enter a name for the Quick Text message.
  • Enter the message text in the Message field.
  • Optionally, we can add merge fields to personalize the message for the recipient.
  • In addition to this, we can also select a category and channel for the Quick Text.
  • Click the Save button to save the Quick Text message.
How to add Quick Text in Salesforce Lightning
Set up New Quick Text in Salesforce Lightning

So, with this, we have learned how to add Quick Text in Salesforce Lightning. Next, we will learn how to add Quick Text in Salesforce Classic.

How to add Quick Text in Salesforce Classic

To add Quick Text in Salesforce Classic, follow these steps:

Step 1: Log in to your Salesforce Classic account. Click on Avtar and then select Switch to Salesforce Classic.

How to add Quick Text in Salesforce Classic
Switch to Salesforce Classic

Step 2: Look at the tabs and select the ➕ icon.

How to add Quick Text in Salesforce Classic Example
Add Quick Text in Salesforce Classic

Step 3: Scroll down and click on Quick Text under Promotion Segments.

add Quick Text in Salesforce Classic
Add Quick Text in Salesforce Classic

Step 4: Click on the New button to create a new Quick Text message.

add Quick Text in Salesforce Classic Example
Add New Quick Text in Salesforce Classic

Step 5: Enter a name for the Quick Text message in the Quick Text Name field.

Step 6: Enter the message text in the Message field.

Step 7: Optionally, we can add merge fields to personalize the message for the recipient by clicking on the Available Merge Fields button.

Step 8: In addition to this, we can also select a category and channel for the Quick Text.

Step 9: Click the Save button to save the Quick Text message.

add Quick Text in Salesforce Classic
Set Up New Quick Text in Salesforce Classic

So, with this, we have learned how to add Quick Text in Salesforce Classic.

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Conclusion

In conclusion, Quick Text is a great feature in Salesforce that allows users to save time and increase productivity by inserting already-written messages, and templates, or merging fields into various records with just a few clicks and less time.

It is available in both Salesforce Lightning and Salesforce Classic and can be used in a variety of Salesforce tools, including email, Chatter, and tasks.

  • Quick Text in Salesforce
  • Advantages of Quick Text in Salesforce
  • Disadvantages of Quick Text in Salesforce
  • When we need Quick Text in Salesforce
  • How to add Quick Text in Salesforce Lightning
  • How to add Quick Text in Salesforce Classic