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Creating a rule in shared mailbox depending on the signuatures RRS feed

  • Question

  • I am looking for a solution to create rules to move emails in specific folders depending on the signature of the email. 

    (Office 365)

    Case- Common mailbox is used by team members and they use their standard signatures. I need to move these emails to their assigned folders (mostly by their name) and the basis will be the name in the signature. 

    Challenge- when a response is received, the email should automatically move to the assigned folder of the email originator, by reading the original signature of the originator. There after multiple parties can reply to the email and the signature blocks gets updated with theirs. The ask is can Outlook identify the signature of the originator of the email (whoever writes the email first) and move all future responses to the specified folder.

    Thank you in advance for your support.

     


    • Edited by GSBarki Thursday, January 2, 2020 12:34 PM
    Thursday, January 2, 2020 12:34 PM

All replies

  • Hi,

    How do you create the rule to move messages based on their signature? By selecting "with specific words in the body"?

    If so, I'm afraid there is no such way to move emails in specific folders depending on the signature of the originator, because multiple signatures in one message body can be confused.

    Hope this can be helpful.

    Regards,

    Aidan Wang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.

    Friday, January 3, 2020 11:33 AM
  • Hi Aidan,

    Do we have any alternative available to do this? This is a realtime situation and all I could relate the functionality is with the signature of the originator of the email. I'm sure we should have some alternative or add-ins available to make this happen. Not necessarily with rules.. but sometime different which I am unable to relate.

    Thanks for your assistance.

    Regards,

    Gurjeet Singh

    Friday, January 3, 2020 1:04 PM
  • Hi,

    There is no specific way to do so but there is a workaround which might be helpful...

    May be you can have a rule created based on the subject line and update your team that whom-so ever is taking care of any specific email will have a specific word added in the subject line which is unique between team members so that whenever an email comes with that same subject line irrespective of the team member who is replying to it.. it would get moved to that specific folder only and it would be easier when compared to signature rule..

    The only drawback which i could think of is .. this will move the incoming emails as well directly to the folder which might cause a miss if folders are not monitored time to time..

    [If a post helps to resolve your issue, please click the "Mark as Answer" of that post or click Answered"Vote as helpful" button of that post. By marking a post as Answered or Helpful, you help others find the answer faster. ]

    Friday, January 3, 2020 3:27 PM
  • Hi Gurjeet,

    Thanks for your reply.

    According to my reseach, I am afraid there is no built-in method or addin for this. You may go to Outlook for Developer forum for some information.

    Regards,

    Aidan Wang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.

    Tuesday, January 7, 2020 8:59 AM
  • Hi,

    I'm writing to see if the reply above is helpful to you. If yes, would you mind helping mark the reply as answer? So that others who might have a similar question can benefit from your thread? Thanks for your understanding and support.

    Regards, 

    Aidan Wang


    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact tnsf@microsoft.com.


    Monday, January 13, 2020 9:14 AM