How to automatically reply only to a specific domain in Outlook?

Managing emails effectively often involves setting up automated responses for specific domains. Whether you're addressing clients or managing team communications, creating rules for auto replies helps maintain professionalism and saves time. While Outlook provides a way to achieve this, it requires multiple steps and careful configuration. In contrast, Kutools for Outlook’s Advanced Rule streamlines the process, offering a faster and more efficient approach. In this article, we’ll explores two approaches to auto reply to a specific domain in Outlook:

Automatically Reply Only to a Specific Domain with Built-in Rules (Complex and Tedious)

Effortless Auto Reply to a Specific Domain with Kutools for Outlook 👍 (Quick and Effortless)

Automatically Reply Only to a Specific Domain with Built-in Rules

Using Outlook’s built-in rules, you can configure auto-replies for specific domains. While effective, this method requires multiple manual steps, making it cumbersome for users who value simplicity.

Step 1: Create an Email Template

1. Compose a new email with the subject and message body.
2. Click File > Save As.
3. In the Save As dialog box, please type a name for the email in the File name box, select the Outlook Template (*.oft) from the Save as type drop-down list, and click the Save button.
   
4. Close the email without further changes.

Step 2: Set Up a Rule

1. Click Home > Rules > Manage Rules & Alerts.
   
2. In the Rules and Alerts dialog box, please click the New Rule button.
   
3. In the popping-up Rules Wizard, please select the Apply rule on messages I receive option, and click the Next button.
   

Step 3: Specify the Domain

1. In the second Rules Wizard, check the with specific words in the sender’s address option, and click the underlined text "specific words".
   
2. In the Search Text dialog box, type the specified domain into the first box, click the Add button, and then click the OK button.
   
3. Click Next.

Step 4: Attach the Auto-Reply Template

1. Now you get into the third Rules Wizard. Please check the reply using a specific template option, and click the underlined text "a specific template".
   
2. Now in the Select a Reply Template dialog box, please select the User Templates in File System option from the Look in drop-down list, select the message template you saved before, and click the Open button.
   
3. Now Click the Next buttons twice to get into the last Rules Wizard.

Step 5: Finalize the Rule

1. In the Step 1 box, type a name for the new rule, check an option as needed in the Step 2 section, and click the Finish button.
   
2. Click the OK button in the Rules and Alerts dialog box to finish the setting.

Result

Outlook will now automatically reply to emails from the specified domain using your saved template. However, setting this up requires significant manual effort, and modifying the rule later can also be time-consuming.

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Effortless Auto Reply to a Specific Domain with Kutools for Outlook 👍

Kutools for Outlook’s Advanced Rule feature simplifies the process of setting up auto-replies. This tool eliminates unnecessary steps, allowing you to quickly create and manage rules with a user-friendly interface.

Step 1: Enable the Advanced Rules feature

1. Go to the Kutools tab and click Advanced Rules.
   
2. In the Advanced Rules dialog box, click the New button to start creating a new rule.
   

Step 2: Set the Domain Condition

1. In the Step 1 of 4 dialog, check Sender contains specific words.
2. In the popping-up Text Contains dialog, Click the New button.
   
3. In the Search Text dialog box, type the domain (e.g., @example.com), click Add, and then OK.
   
4. Click OK > Next.

Step 3: Customize the Auto-Reply

1. In the Step 2 of 4 dialog, check Reply with specific template.
2. In the Reply Template dialog box that appears, enter the subject prefix in the Subject Prefix textbox.
3. Input the body of your auto-reply in the Text textbox.
4. Click OK.
   
5. Click Next > Next.

Step 4: Finalize the Rule

1. In the Step 4 of 4 dialog, input the name of the rule in the Rule Name textbox.
2. (optional) Input the remarks of the rule in the Rule Remarks textbox.
3. Click OK.
   

Result

Now the rule is successfully created. Click OK to activate the settings. Any email from the specified domain will automatically receive your customized reply. The entire process is quick and intuitive, making it ideal for users who want a seamless solution.

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