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Messages Library

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About the Messages Library

The messages library holds all messages used for your surveys, such as invite emails and end of survey messages. Each time you make a message in Qualtrics, such as a reminder email or custom validation message, it’s saved in your messages library. You can also create messages directly within the messages library and use them later.

Messages Library tab in Library page

Creating a Message in a Library

  1. Navigate to the Library page.
    Choosing library from the top-level navigation in the top-left of every page of the website
  2. Go to the Messages Library.
    Messages library, new message button on right

    Qtip: If you want to create a message in a group library, navigate to this library first by choosing the correct library from the dropdown menu in the upper left-hand corner of your account. If you would like a new group library created or if you’d like to be added to an existing group, please contact your Brand Administrator for help. Only Brand Administrators can create and manage groups.
    Personal and Group Libraries dropdown in top-left corner of Library Page
  3. Click the New Message button.
  4. Choose the Message Type.
    Create a New Message Menu with various options and a text box to enter message

    Qtip: Validation messages work as a set of customized error messages and are created differently than the other message types. To learn how to create validation messages, visit our Validation page.
  5. Choose the folder you want to add the message to (if no folder is selected, it will automatically be saved to the default “Uncategorized” folder).
  6. Name the message (if no name is given, it will automatically be saved as “New Message”).
  7. Type the message content as you want it to appear.
    Qtip: You can use the rich content editor to change the size, color and format of your text.
  8. If desired, select Translate Message to translate your message into other language. See the Translating Messages section below for more details.
  9. Click Create Message.

Copying Messages From Your Library to a Group Library

  1. Locate the message you want to share with a group. Select the dropdown arrow on the right hand side of the message and choose Copy Message.
    Copy Message option from settings icon dropdown to the right of specific message
  2. Choose your group’s name from the Select a Library dropdown menu.
    Select a Library dropdown in Copy a Message menu
  3. Not required: Select a folder and/or change the message’s description.
  4. Select the Message Type.
  5. Click Copy.
    Copy button in Copy a Message menu

Message Types

There are ten types of messages you can make. Creating the right type of message will help you when trying to find or use the message later.

  • Invite Emails: Email messages sent in an email distribution to invite participants to take your survey. You can access or create these messages in the Emails section in the Distributions tab.
  • Look and Feel Messages: Usually short phrases used as Next or Back button text or as header or footer text. You can access or create these messages in the Look and feel menu in the Survey tab.
    Qtip: If you set up look and feel text as messages (instead of just typing the text directly into the available fields in the menu), you can add translations or edit the message and have all instances update automatically.
  • End of Survey Messages: The message participants see when they’ve completed their survey. You can access or create these messages in either the survey options or the survey flow in the Survey tab.
  • General Messages: Messages used in features like authenticators and the table of contents. You can access or create these messages in the survey flow in the Survey tab.
  • Reminder Emails: Email messages sent to remind participants in an email distribution to take your survey. You can access or make these messages in the Emails section in the Distributions tab.
  • Validation Messages: Explanatory messages participants see when they fail specific validation requirements (e.g., not answering a question that has force response or inputting text in a question that has numeric content validation). You can access or create these messages in the survey option or any question’s custom validation menu.
  • Email Subject Messages: Subject lines for emails sent in an email survey invitation. You can access or make these messages in the Emails section in the Distributions tab.
  • Thank You Emails: Emails sent to participants who have completed a survey in an Email distribution. You can access or create these messages in the survey options menu within the Survey tab and in the Emails section within the Distributions tab.
  • Inactive Survey Messages: The message participants see when they open a link to an inactive survey. You can access or create these messages in the survey options menu in the Survey tab.
  • SMS Invites: Text messages to invite participants to take the Anonymous Link of your survey. You can access or create these messages in the SMS section in the Distributions tab.
    Qtip: SMS access is an add-on feature for your Qualtrics license and will need to be enabled for you to use it. Contact your Brand Administrator for more information.
  • Ticket Messages: An email you can send to follow up on a ticket task.

Message Library Options

The message option menu is found within the gray gear dropdown, located to the far right of each message.

Settings icon dropdown to right of each message in library

For messages in your library, you can perform the following actions:

  • View: View a preview of the message.
  • Rename: Edit the name of the message.
  • Edit: Edit the message type, folder, name, and content.
    Qtip: If you modify the source message of a scheduled email invitation before your invitation has sent, the most recently saved message will appear in the survey invitation.
  • Reveal in Folder: Move to the folder the message is in.
  • Copy: Copy the message to your account or to a group library.
  • Translate: Translate your message into other languages so that each respondent will see the survey in a language they are comfortable with.
  • Delete: Delete the message from the library.
    Warning: Deleting the source message in the library will remove the file from any survey or invitation that the message is being used in.

Translating Messages

If you want to translate your messages, you can do that in the messages library. Any message type may be translated. See below for steps on how to translate your message. To ensure your survey respondent is seeing the proper language, follow the steps in the Specifying the Participant Language of the Translate Survey page.

Adding Translations Manually

  1. To begin the translation process, you can get to the message translation editor in two ways: either select Translate Message in the message option menu or select Translate Message when editing or creating a message.
    Translate message in Create a New Message menu or from Settings icon
  2. Click the the language dropdown on the right half of the screen and select the language you want to add a translation for.
    Qtip: To add a custom language, scroll to the bottom of the language menu and click Create Other Language. Enter a Display Name, Language Code, and Base Language (the language Qualtrics will base any default messages on in the event translations aren’t provided). Click Create to finish and save the language.

    Translation page with text that has been input manually

  3. Type your translation on the right-hand side of the screen.
    Qtip: The Percent Complete icon in the upper right lets you know how much of your message has been translated.
  4. Repeat steps 2–4 for all the languages you would like your message to be translated into.
  5. When finished adding translations, select Return to Messages Library.

Importing a Translation

For some third-party vendors helping you with translations, they may prefer to work in a spreadsheet or in XML rather than typing the translation directly into Qualtrics. The following instructions will allow you to download a document where you can add all language translations for your message and upload it back into Qualtrics. This will translate your message into all of your desired languages at once, instead of translating the message language by language.

  1. To begin the translation process, you can get to the message translation editor in two ways: either select Translate Message in the message option menu or select Translate Message when editing or creating a message.
    Translate message in Create a New Message menu or from Settings icon
  2. Click the the language dropdown on the right half of the screen and select a language you want to add a translation for.
    Qtip: To add a custom language, scroll to the bottom of the language menu and click Create Other Language. Enter a Display Name, Language Code, and Base Language (the language Qualtrics will base any default messages on in the event translations aren’t provided). Click Create to finish and save the language.

    Download Translation icon in Translation page

  3. You must first download the translation file. Click the Download Translation button to the right of the translated message section.
  4. Select a format for the file, choose a language to export, and click Download.
    Qtip: In most cases, we recommend the Unicode Text (Excel) format. Like Unicode CSV, this can be opened in Excel. However, unlike Unicode CSV, Unicode Text understands and preserves non-ASCII characters (for example, 是 or ñ) when saved in Excel.

    Download Translation menu with options to choose format and language

  5. Open the file in your preferred editor.
    Qtip: Unicode Text (Excel) will open in a text editor by default. You will want to open the file in Excel, if available.
  6. The Message ID and Language columns should remain untouched for your first and second rows. Add your first translation under the Message Translation column (the third column) in the second row.
    Excel File with columns for Message ID, Language, and Message Translation
  7. For each additional language you would like to add a translation for, copy the Message ID into another row under the Message ID column, add your desired language code in the Language column, and add your translation under the Message Translation column (the third column).
  8. Save your file.
  9. Click the Upload Translation button to the right of the translated message section.
    Upload Translation icon in Translation page
  10. Select the file you want to import.
    Qtip: The import screen will indicate you are importing for the specific language currently being viewed in Translate Message. At this point you can upload a file with all or any of your languages – no need to import one at a time.

    Browse button in Upload Translation menu

  11. Click Import once you’ve verified the preview of the imported text is correct.

Having problems uploading the file? Visit our CSV/TSV Upload Issues support page for troubleshooting tips.

Automatic Translations

To speed up your survey translation process, you can use an automatic translation by clicking the percent complete icon for any untranslated message.

Automatic Translation button that is circular, red, and says 0% inside

Because machine translations are prone to error, we don’t recommend using this as the final translation you share with participants. Rather, this feature can save time when working with a professional translator, as they will only need to clean up this existing translation rather than starting from scratch.

Attention: The Qualtrics Auto-Translate feature is completed by Google Translate. The text of your survey message is sent to Google Translate and will be returned in the language you select. Please be aware that your message text may remain on Google servers. The Qualtrics Auto-Translate feature sends only your message text. Respondent data is not sent and remains secure at Qualtrics.

Changing the Message’s Default Language

Sometimes your survey will be distributed in multiple languages, but the default language won’t be English.

If you set your account’s default language to the same default language as your survey, you don’t have to do anything extra! Your messages will default to this language, too. But if your account’s default language differs from your survey’s default language, follow these steps to change your message’s default language.

  1. In the messages library, click the gear next to your message.
    Selecting the gear to the far right of a message
  2. Click Edit.
  3. Click the Language dropdown.
    The language dropdown on the far right of the Edit Message window
  4. Click Add Translation.
  5. Click the language dropdown over the original message.
    Dropdown over the default message to the left
  6. Select a new language.

FAQs