Add different content to Outlook email replies based on the subject line
When handling email requests, you may want to add extra information to your standard reply. This can be additional instructions, contact details, a disclaimer, or any other content. For example, if the subject line indicates an urgent request, you could automatically include a note such as: “If the matter is urgent, please contact us directly at +123 456 789.”
To get this up and running, you just need a conditional part in your Outlook email template. This short video shows how to set it up.
And here’s a summary of the steps to follow:
Pick the template part to include conditionally.
In your email template, select the part you want to insert into the message body only when certain words or phrases appear in the subject of the email you’re replying to. Then right-click the selected part and choose Add condition to selection.
Set up the condition.
In the Add condition settings:
- Keep Message fields selected.
- Under Fields, select subject.
- Under Condition, select contains any of.
- Enter the words or phrases you want the add-in to look for. For example, if you set up a condition for urgent requests, think of the words or phrases your clients usually use in the subject line to indicate urgency. These might be
urgent,important,time-sensitive, orASAP. Put each word or phrase on a separate line. - When you’re done, click OK.
Save the changes.
When your email template is ready, click Save.
When you reply to an Outlook email with this template, the add-in will check the subject line for the words or phrases you specified. If it finds a match, the conditional part will be automatically added to the message body.