Outlook Automated

Good day Chris, 

This is possible, but Outlook rules cannot automatically take an address from the Cc field and send a separate template only to that person. 

Here are some options you may consider: 

Option 1: Use Power Automate (Recommended) 

You can create a flow that automatically sends a predefined email when an introduction email arrives. 

Open Power Automate and select Create. 

Choose Automated cloud flow. 

Select When a new email arrives (V3). 

Add conditions to identify introduction emails, for example: 

The sender is a member of your team. 

The subject contains a phrase such as Customer Introduction. 

Add a condition to check that the Cc field contains an email address. 

Add Send an email (V2). 

Use the Cc value as the recipient. 

Enter your email subject and template content. 

Save the flow and test it with a sample introduction email. 

Please note that if multiple people are included in the Cc field, the email could be sent to all of them. For best results, use a consistent process such as: 

Include only the customer in the Cc field. 

Use a standard subject line such as Customer Introduction. 

Run the flow only for approved team members. 

Exclude addresses from your organization's domain if needed. 

Additional information is available in the following resources: 

Trigger a cloud flow based on email properties in Power Automate - Power Automate | Microsoft Learn 

Create flows for popular email scenarios in Power Automate - Power Automate | Microsoft Learn 

Option 2: Use an Outlook Template (Workaround)

If Power Automate isn't available, you can create a reusable Outlook template: 

Open Classic Outlook and create a new email. 

Enter your standard message. 

Select File > Save As. 

Choose Outlook Template (*.oft) and save it. 

When you receive an introduction email, open the template, enter the customer's address, review the message and send it. 

This option requires a manual send, but it gives you full control over the recipient and content before the email is sent. 

If you have any questions, please don’t hesitate to reach out at any time. 

Thank you for your patience and understanding. 

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