Customize an Outlook email based on the recipient
To tailor your Outlook email template for different recipients, you can set up a condition and automatically add a specific template part to the message when the recipient has either a particular email address or an address from a particular domain. This may be useful when emailing specific clients, communicating with people at certain organizations, or sending similar messages to both external and internal recipients. Watch this short video to learn how to configure the condition and let the Shared Email Templates add-in handle the rest.
Rather read than watch? Here are the steps:
Choose what to include for certain recipients.
In the email template you’re creating or editing, select the part you want to include only for certain recipients. Right-click the selection and choose Add condition to selection.
Specify the recipient’s email address or domain in the condition.
Configure the Add condition settings as follows:
- Keep Message fields selected.
- Under Fields, select to.
- Under Condition, select contains.
- Enter the email address or the domain that will trigger the condition, e.g.
user@example.comor@example.com.
After configuring the settings, click OK.
Save the email template.
To keep the changes, click Save.
When you use this template to reply to an Outlook email or compose a new message, the add-in checks the To field. If the recipient’s email address matches the address or domain you specified, the conditional part is included. If there’s no match, the template is inserted without that part.