Hi, first time asking so please let me know if I should add or edit anything. The situation: I work in an office where people use two mailboxes - one that is their own and one that is shared with the whole team (team mailbox). People use the categorize function to label the incoming mail that they are working on, so that everyone can clearly see at first glance who works on what (each category has the name of one person and a color of their choosing). The issue: The issue is that oftentimes the people who send those emails to the team mailbox want to call and check with the person who is working on it but they have no way of knowing which one of the many memebers that is. Because of that we were wondering if it is possible to make it so that every time for example I categorize an incoming email with my category it would send an automatic reply that would notify the sender that their task is being processed by me, so that in case they need to check on it they know who to call. Is that in any way possible? Can you assing an action to categorizing like that or anything remotely similar that could help for this use case? Thank you in advance. I tried googling it for days but to no avail. Ended up posting the question to answers.microsoft.com and was recommended to try to post it here for help. Thank you, Tomas

Hi @ TomasJT , According to my research and test, it is feasible to create a quick step to achieve your requirement. Please refer to the steps: Go to Quick Steps > Select Custom... Edit the action for it like the below image: Then it works as I expected： 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.

Auto-reply to an email when it is being categorized?

Accepted answer

Faery Fu-MSFT 18,736 Reputation points Microsoft Vendor

2023-03-24T07:07:45.5066667+00:00

Hi @TomasJT ,

According to my research and test, it is feasible to create a quick step to achieve your requirement.

Please refer to the steps:

Go to Quick Steps > Select Custom...

Edit the action for it like the below image:

Then it works as I expected：

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.
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1 person found this answer helpful.
Faery Fu-MSFT 18,736 Reputation points Microsoft Vendor

2023-03-27T07:17:36.85+00:00

Hi @TomasJT ,

Just checking in to see if above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.

TomasJT 20 Reputation points

2023-03-28T06:56:12.98+00:00

Thank you so much Faery, that looks perfect!

Just to make sure I understand it correctly - this way it will do the auto-reply settings only on the account I set it from or does it work as a shared setting for everyone involved so I only need to set it once and the action will work for anybody using the shared team mailbox?

Also sorry for my late reply, I haven't received the email notification that somebody actually answered my question even though I checked and I have it set up to auto follow questions I ask and notify by email instantly when a question I follow gets an answer..

Faery Fu-MSFT 18,736 Reputation points Microsoft Vendor

2023-03-28T07:32:09.4433333+00:00

Hi @TomasJT ,

Quick steps can only work for you personally, as a workaround, you can use MFCMAPI to export the Quick Steps as MSG files from one user, then import it to another user by using MFCMAPI tool.

Refer to this link: Sharing quick steps in a shared inbox

For the email notification, please check the email addresses you added, etc.

https://learn.microsoft.com/en-us/users/faeryfu-msft/settings#manage-qa-email-preferences-form

If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.

TomasJT 20 Reputation points

2023-03-28T08:07:47.2333333+00:00

Hi @Faery Fu-MSFT ,thank you so much for everything!

You've really made my day, I've been googling it for hours and hours previously and I completely overlooked the possibility of doing it through quick steps.

I hope I marked everything correctly and I want to thank you again for making the time to answer my question. Have a great day!

TomasJT 20 Reputation points

2023-03-28T09:33:22.4766667+00:00

@Faery Fu-MSFT Would you mind testing one more thing for me? When I use the quickstep with categorization and auto-reply in 1 minute and I add an action to flag the message, then when I use the quickstep everything happens but the flagging. I wanted to add a today/no date flag but it did not work, then I tried whichever flag at random and it never flags the message it executes every action in the quickstep apart from assigning the flag. Does it work for you or is that some kind of a general error?

Faery Fu-MSFT 18,736 Reputation points Microsoft Vendor

2023-03-30T06:04:56.65+00:00

Hi @TomasJT ,

According to my test, when creating a quick step with a follow up flag and a reply action (and enable Automatically send after 1 minute delay), the flag is not applied. As a workaround, uncheck Automatically send after 1 minute delay, and it will be flagged.
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