I want to set a rule to reply all or respond specifically to the specific "To @emailaddress" with the desired template. (NOTE: This email is different every time)

Question

I want to set a rule to reply all or respond specifically to the specific "To @emailaddress" with the desired template. (NOTE: This email is different every time)

Austin Cadieux 1

This question is for Microsoft Office 365 Team:

Wondering if there is a way to set a rule of some sort or something else to do the following:

I receive an email from someone in my internal team with the same format every time, but this email I am CC on, and the outgoing message goes to a different "To @emailaddress.

I want to set a rule to reply all or respond specifically to the specific "To @emailaddress" with the desired template. (NOTE: This email is different every time)

I have looked around in the rules and it seems the rules only allow me to reply with a template from the person who initially sent the email. While I would like for this to be sent to other recipient instead.

For example:

New Accounts team tells me and the "new customer" that they're set up in my system.

I then want an email to autoreply once I have received the email from my Accounts Team to the "new customer" from a template I select to go out to them welcoming that customer along with other links I have included without me going in and selecting a pre-saved template every time.

Please if there is not a current fix in this, to put into production and implemented as soon as possible. This will save me hours worth of work.

Very similar to this situation that has not yet been resolved:

https://answers.microsoft.com/en-us/outlook_com/forum/all/auto-reply-all-rule-in-microsoft-outlook/112bddef-df51-422c-816e-ca02393499c9

Yuki Sun-MSFT 41,376 Reputation points Moderator

2022-02-07T06:23:53.877+00:00

Hi @Austin Cadieux ,

Welcome to Microsoft Q&A! Please understand that the "office-teams-windows-itpro" tag is for general questions related to the Microsoft Teams desktop client. Since from your description, your query is more related to Outlook, I'll change the tag to "office-outlook-itpro" instead.
ChristyZhang-MSFT 26,126 Reputation points Microsoft External Staff

2022-02-07T06:45:47.223+00:00

Hi @Austin Cadieux ,

Welcome to our forum!

According to your description, I have done a lot of testing and research in the outlook client, but I haven't found a rule that can meet your needs.

I can fully understand that you want a better sense of experience when using Outlook client. Please kindly understand that many functions are not designed at present. It is recommended that you could post the functions you expect and your suggestions on the website dedicated to collecting feedback. Hope Microsoft will notice this in the future.

We sincerely welcome your suggestions, and thanks for your understanding and support!

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".
Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

1 answer

Your answer

Yuki Sun-MSFT 41,376 Reputation points Moderator

2022-02-07T06:23:53.877+00:00

Hi @Austin Cadieux ,

Welcome to Microsoft Q&A! Please understand that the "office-teams-windows-itpro" tag is for general questions related to the Microsoft Teams desktop client. Since from your description, your query is more related to Outlook, I'll change the tag to "office-outlook-itpro" instead.
ChristyZhang-MSFT 26,126 Reputation points Microsoft External Staff

2022-02-07T06:45:47.223+00:00

Hi @Austin Cadieux ,

Welcome to our forum!

According to your description, I have done a lot of testing and research in the outlook client, but I haven't found a rule that can meet your needs.

I can fully understand that you want a better sense of experience when using Outlook client. Please kindly understand that many functions are not designed at present. It is recommended that you could post the functions you expect and your suggestions on the website dedicated to collecting feedback. Hope Microsoft will notice this in the future.

We sincerely welcome your suggestions, and thanks for your understanding and support!

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".
Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Answer 1

@Austin Cadieux

You indeed can't do this as a message rule, but you could set it up as a Quick Step instead to speed things up;
Reply with a message template via Quick Steps

However, as this is a business process, you could ask whether sending the welcome/info mail can become an integral part of the account provisioning process instead.

Another way to go would be to use Microsoft Power Automate to support this process. It can detect the email coming into your mailbox and reply accordingly or even initiate a completely new email with the proper To address as well. When you have multiple templates, you can implement additional logic so that a single flow can determine which template to use.

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I want to set a rule to reply all or respond specifically to the specific "To @emailaddress" with the desired template. (NOTE: This email is different every time)

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