How to automatically reply to specific sender (email address) in Outlook?
Sometimes you may want to set up an automatic reply for a specific sender, such as informing clients, colleagues, or team members about your availability or providing instant feedback. While Outlook offers a way to achieve this, the process can be complex. Alternatively, Kutools for Outlook simplifies this task with its Advanced Rules feature. Here's how you can use both methods to reply to specific email addresses automatically.
Automatically reply to specific sender with rule in Outlook
Automatically reply to specific sender with Advanced Rule of Kutools for Outlook
Automatically reply to specific sender with rule in Outlook
This method will walk you through creating a rule to automatically reply to a specific sender or email address in Outlook.
1. Create a new email, type subject and compose message as you need, and then click "File" > "Save As".
2. In the opening Save As dialog box, type a name for the new email in the "File name" box, select the "Outlook Template (*.oft)" from the "Save as type" drop-down list, and click the "Save" button. See screenshot:
3. Close the email without saving.
4. Click "Home" > "Rules" > "Manage Rules & Alerts". See screenshot:
5. In the opening "Rules and Alerts" dialog box, please click the "New Rule" button. See screenshot:
6. Now the "Rules Wizard" opens. Please select "Apply rule on messages I receive" and click the "Next" button. See screenshot:
7. In the second "Rules Wizard", please check the "from people or public group" option, and then click the text of "people or public group". See screenshot:
8. In the opening "Rule Address" dialog box, please type the email address of specific sender into the "From" box, and click the "OK" button (See screenshot below). And then click the "Next" button in the "Rules Wizard".
9. Now you get into the third "Rules Wizard". Please check the "reply using a specific template" option, and then click the text of "a specific template". See screenshot:
10. Now in the "Select a Reply Template" dialog box, please select the "User Templates in File System" from the "Look in" drop-down list, select the message template you created in Step 2, and click the "Open" button. See screenshot:
11. Click the "Next" buttons twice to get into the last "Rules Wizard". Please type a name for the new rule in the "Step 1" box, check an option as you need in the "Step 2" section, and click the "Finish" button. See screenshot:
12. Click the "OK" button in the "Rules and Alerts" dialog box.
So far you have created a rule for automatically replying all emails sent from the specified sender. And from now on, it will automatically reply to the specified sender when his/her emails arrive.
Demo: Automatically reply to specific sender with rule in Outlook
Automatically reply to specific sender with Advanced Rule of Kutools for Outlook
Kutools for Outlook simplifies the process with its "Advanced Rules" feature, offering more flexibility and additional functionality.
Step 1. Download and install Kutools for Outlook, open Outlook, and click "Kutools" > "Advanced Rules".
Step 2. Click the "New" button to create a new rule in the popping "Advanced Rules" dialog.
Step 3. Configure the settings as below:
- Select "sender contain specific words".
- In the popping "Text Contains" dialog, click "New" button to add the sender.
- In the "Search Text" dialog, type the sender address or keyword, click "Add" button to add it to the "Search List". Click "OK" > "OK" to go back to the "Create New Rule" dialog.
Step 4. Click "Next" to go to the next step of the "Create New Rule" dialog, select "Reply using specific template", then compose the reply, and click "OK" to go back to the "Create New Rule" dialog.
Step 5. Click "Next" to go on. In this step, you can specify the "exception". If there is no exception, directly click "Next" to the last step.
Step 6. In the last step, "name" the rule and select the "rule scope". Click "OK" > "OK" to activate the rule.
From now on, all emails that come from the sender (containing "aaaa") will be replied to automatically with a reply template.
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