How to Change an Automated Message on Instagram

Updating the automated message you set up on Instagram months ago is one of those small tasks that can make a huge impact on your brand's perception. A stale, outdated auto-reply can make you look disconnected, while a fresh, helpful message reinforces your brand voice and immediately improves the customer experience. This guide will walk you through exactly how to change every type of automated response on Instagram, from your Instant Replies to your FAQs, so you can stop sounding robotic and start connecting with your audience.

Why Your Automated Messages Deserve a Second Look

Automated DMs aren't just a "set it and forget it" feature, they are often the very first direct interaction a potential customer has with your brand. Think of them as your digital receptionist. An old message promoting a sale that ended last month or promising a response time you no longer meet creates friction and confusion. On the other hand, a well-crafted automated message can:

• Manage expectations: Clearly state your business hours or typical response times to let users know when they can expect a real person to get back to them.
• Showcase your brand's personality: Infuse your brand's voice into every reply. Are you playful and fun? Professional and direct? Your automated messages should reflect that.
• Provide immediate value: Direct users to helpful resources, like a link to your FAQ page, your latest product drop, or a popular blog post, answering their question before they even have to wait.
• Keep things current: Quickly update your away message for holidays, team off-sites, or changes in operating hours.

You should review your automated messages anytime you have a major business update, like a new promotion, a popular item that's back in stock, or upcoming holiday hours. A quarterly check-in is also a great habit to make sure everything still sounds fresh and relevant.

Quick Check: Make Sure You Have a Professional Account

Before you can access Instagram's full suite of messaging tools, you need to have a Business or Creator account. If you're still using a personal profile for your brand, you’re missing out on essential features, including advanced messaging options and valuable analytics.

It’s easy to check and switch. Here's how:

1. Go to your Instagram profile and tap the three horizontal lines (the "hamburger" menu) in the top right corner.
2. Select Settings and privacy.
3. Scroll down to the "For professionals" section and tap on Account type and tools.
4. If you see an option that says "Switch to Business Account" or "Switch to Creator Account," you're on a personal profile. Tap it and follow the on-screen instructions to make the switch. It’s free and only takes a minute.

Once you’ve confirmed you're on a professional account, you’re ready to start editing your auto-replies.

How to Change Each Type of Automated Message on Instagram

Instagram offers several different kinds of automated messages, each designed for a specific purpose. Let's break down how to find and edit each one.

1. How to Change an Instant Reply

An Instant Reply is the message that automatically gets sent in response to the first message someone sends you. It's your first hello, so it's a great opportunity to be welcoming and set expectations about when you'll be able to reply personally.

Step-by-Step Instructions:

• Step 1: Navigate to your profile and tap on Professional dashboard.
• Step 2: Under "Your tools," find and tap Message tools (you may see it as an icon or under a dropdown menu like "See all").
• Step 3: Select Instant reply.
• Step 4: Make sure the toggle at the top is turned on. If it’s off, none of your edits will work.
• Step 5: Tap on the "Message" box. Here you can delete your old message and type your new, updated reply.
• Step 6: Tap Save in the top right corner.

Examples of Good Instant Replies:

• Friendly and informative: "Hey! Thanks so much for reaching out. Our team is here and will get back to you within 24 hours. In the meantime, you might find an answer on our FAQ page: [Link to your website]"
• Promotion-focused: "Hi there! Glad you messaged us. We'll get back to you ASAP. P.S. Did you know our big annual sale is on right now? Check it out here before it's over: [Link]"
• Setting business hours: "Thanks for your message! Our team replies to DMs Monday-Friday from 9 AM to 5 PM EST. We've got your message and will be in touch during those hours!"

2. How to Change an Away Message

An Away Message is perfect for responding to DMs when you are consistently offline, such as outside of business hours or during holidays. You can set a specific schedule for it to automatically turn on and off.

Step-by-Step Instructions:

• Step 1: Go to your Professional dashboard from your profile page.
• Step 2: Tap on Message tools.
• Step 3: Select Away message.
• Step 4: Turn the Away message toggle on.
• Step 5: Tap the "Message" box to change the text of your auto-reply. This is where you can mention holiday closures or what times you'll be back online.
• Step 6: Under "Schedule," set the times and days you want the away message to be active. You can set it to run during specific hours each day or for a continuous period (like a long weekend).
• Step 7: Tap Save when you're finished.

Pro Tip for Away Messages:

Always give a specific timeframe for your return. Instead of saying "We'll be back soon," say "Our team will be back in the office on Monday at 9 AM and will respond to messages then." This level of clarity prevents frustration and shows professional courtesy.

3. How to Change Frequently Asked Questions (FAQs)

FAQs are the question prompts a user sees when they open your DMs for the first time. This feature is fantastic for proactively answering your audience’s most common questions about shipping, pricing, or services. You can set up to four questions.

Step-by-Step Instructions:

• Step 1: Head to your Professional dashboard and select Message tools.
• Step 2: Tap on Frequently asked questions.
• Step 3: Make sure the "Show questions" toggle is on.
• Step 4: You will see fields for "Question 1," "Question 2," etc. To change an existing question, simply tap on it.
• Step 5: Edit both the Question (what the user will tap) and the Automated response (the answer you provide automatically).
• Step 6: If you want to add a new one, tap Add question.
• Step 7: Hit Save to lock in your changes.

Strategic FAQ Examples:

• Question: "What are your shipping costs?"
  • Response: "We offer free standard shipping on all orders over $50! For all other orders, shipping is a flat rate of $5. You can find all the details here: [Link to shipping policy]"
• Question: "Do you offer custom services?"
  • Response: "We do! Custom projects are a big part of what we love. To get started, please fill out the short form on our site, and we'll be in touch to schedule a free 15-minute consultation: [Link to form]"

4. How to Change Saved Replies (A Huge Timesaver!)

Saved Replies (sometimes called "quick replies") are a little different. They aren't fully automated - you trigger them manually - but they allow you to answer common questions in seconds without retyping the same thing over and over. You create a template and assign it a short "shortcut" word. When you type that shortcut in a DM, a pop-up lets you insert the full message.

Step-by-Step Instructions for Editing:

• Step 1: Go to Settings and privacy from your profile menu.
• Step 2: Tap Business (or Creator).
• Step 3: Select Saved replies.
• Step 4: You'll see a list of all your current saved replies. Tap the one you want to edit.
• Step 5: Change the Shortcut word or edit the long-form Message.
• Step 6: Tap the checkmark in the top right to save your changes.

To use one, just type your shortcut word in any DM conversation and tap the saved reply icon that appears in the message box. This tool is perfect for sending your refund policy, detailed product information, or instructions for collaborations.

Final Thoughts

Taking a few moments to change your automated messages on Instagram is a simple way to refine your communication strategy, provide better service, and ensure your brand voice stays consistent and updated. These native tools are a great starting point for keeping your DMs efficient and helpful.

As your account grows, managing all DMs, mentions, and comments can become overwhelming bouncing between different apps. That's precisely why we built the unified inbox feature in Postbase. We wanted a clean, simple way to see and reply to every conversation from every platform in one central place, making community management feel organized instead of chaotic.