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How to: Create a GMAIL Auto-reply and exclude specific domains

Guide up to date as of 12.01.2024

This guide took 1 hour and 51 minutes to complete.

If you have any questions or concerns related to this guide or need help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

1. Open Gmail and click on the gear icon in the top right then “See all settings”

2. Click on the “Advanced” tab

3. Click the “Enable” button for Templates

4. Click the “Save Changes” button

5. Create a new email by clicking the “Compose” button

6. In the Subject field put - 'We've received your email'

7. Click into the body field and remove all contents to make it blank

This includes the pre-filled footer details of your clinic, remove it.

8. Copy the below text changing the highlighted sections to customise to your clinic!

TIP

Hello, Thank you for contacting Myhealth [Clinic name]. This is an automated response. Our emails are checked by reception staff periodically but are not constantly monitored throughout the day

Please DO NOT email clinical enquiries pertaining to your health. Emails of this nature will be deleted, and you will not receive a reply. Any matters relating to your health must be addressed through a consultation with a doctor.

We do not use encrypted email and cannot guarantee confidentiality of information sent by email

For medical emergencies or urgent assistance, please call 000 or present to your nearest emergency department.

If you need to book, cancel or change an appointment, please call us on [phone number] or do so online via the website.

If you need to speak to us urgently during our opening hours or do not receive a reply to your email, please call us on [phone number]. Our opening hours can be viewed on our website: [website].

We will generally attend to your email within 3-5 business days.

Thank you for your cooperation.

From your friendly team at: Myhealth [Clinic name] P: [phone number] W: [website]

EXAMPLE:

This is EXACTLY what your email should currently look like

9. Click the 3 dots in the bottom right of your email

10. Select “Templates” and expand the arrow

11. Select “Save as new template”

12. Name your template “Clinic Email Auto-Reply” and save

13. Re-Click on the gear icon and select “See all settings”

15. Select the 'Create a new filter' button

16. In the “From” fill out what you need to exclude from the auto reply

INFO

Choose from the following (This depends on your fax setup at the clinic)

PEAR Telecom: -*@myhealth.net.au, -*@pearau.net

Switch Telecom: -*@myhealth.net.au, -*@symbioenterprise.com.au

17. In the Size category make it “0”

18. Click “Create filter”

19. On the next screen click “Send template:”

20. Select ‘Clinic Email Auto-Reply’ template.

21. Click “Create filter”

TIP

You have succesfully setup a filter that now sends the automated clinic reply to all email address except for those that you setup here

How to: Create a GMAIL Auto-reply and exclude specific domains

Guide up to date as of 12.01.2024

This guide took 1 hour and 51 minutes to complete.

If you have any questions or concerns related to this guide or need help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

1. Open Gmail and click on the gear icon in the top right then “See all settings”

2. Click on the “Advanced” tab

3. Click the “Enable” button for Templates

4. Click the “Save Changes” button

5. Create a new email by clicking the “Compose” button

6. In the Subject field put - 'We've received your email'

7. Click into the body field and remove all contents to make it blank

This includes the pre-filled footer details of your clinic, remove it.

8. Copy the below text changing the highlighted sections to customise to your clinic!

TIP

Hello, Thank you for contacting Myhealth [Clinic name]. This is an automated response. Our emails are checked by reception staff periodically but are not constantly monitored throughout the day

We do not use encrypted email and cannot guarantee confidentiality of information sent by email

For medical emergencies or urgent assistance, please call 000 or present to your nearest emergency department.

If you need to book, cancel or change an appointment, please call us on [phone number] or do so online via the website.

If you need to speak to us urgently during our opening hours or do not receive a reply to your email, please call us on [phone number]. Our opening hours can be viewed on our website: [website].

We will generally attend to your email within 3-5 business days.

Thank you for your cooperation.

From your friendly team at: Myhealth [Clinic name] P: [phone number] W: [website]

EXAMPLE:

This is EXACTLY what your email should currently look like

9. Click the 3 dots in the bottom right of your email

10. Select “Templates” and expand the arrow

11. Select “Save as new template”

12. Name your template “Clinic Email Auto-Reply” and save

13. Re-Click on the gear icon and select “See all settings”

15. Select the 'Create a new filter' button

16. In the “From” fill out what you need to exclude from the auto reply

INFO

Choose from the following (This depends on your fax setup at the clinic)

PEAR Telecom: -*@myhealth.net.au, -*@pearau.net

Switch Telecom: -*@myhealth.net.au, -*@symbioenterprise.com.au

17. In the Size category make it “0”

18. Click “Create filter”

19. On the next screen click “Send template:”

20. Select ‘Clinic Email Auto-Reply’ template.

21. Click “Create filter”

TIP

You have succesfully setup a filter that now sends the automated clinic reply to all email address except for those that you setup here

How to: Create a GMAIL Auto-reply and exclude specific domains

1. Open Gmail and click on the gear icon in the top right then “See all settings”

2. Click on the “Advanced” tab

3. Click the “Enable” button for Templates

4. Click the “Save Changes” button

5. Create a new email by clicking the “Compose” button

6. In the Subject field put - 'We've received your email'

7. Click into the body field and remove all contents to make it blank

8. Copy the below text changing the highlighted sections to customise to your clinic!

9. Click the 3 dots in the bottom right of your email

10. Select “Templates” and expand the arrow

11. Select “Save as new template”

12. Name your template “Clinic Email Auto-Reply” and save

13. Re-Click on the gear icon and select “See all settings”

14. Click on the 'Filters and blocked addresses' tab menu

15. Select the 'Create a new filter' button

16. In the “From” fill out what you need to exclude from the auto reply

17. In the Size category make it “0”

18. Click “Create filter”

19. On the next screen click “Send template:”

20. Select ‘Clinic Email Auto-Reply’ template.

21. Click “Create filter”

How to: Create a GMAIL Auto-reply and exclude specific domains

1. Open Gmail and click on the gear icon in the top right then “See all settings”

2. Click on the “Advanced” tab

3. Click the “Enable” button for Templates

4. Click the “Save Changes” button

5. Create a new email by clicking the “Compose” button

6. In the Subject field put - 'We've received your email'

7. Click into the body field and remove all contents to make it blank

8. Copy the below text changing the highlighted sections to customise to your clinic!

9. Click the 3 dots in the bottom right of your email

10. Select “Templates” and expand the arrow

11. Select “Save as new template”

12. Name your template “Clinic Email Auto-Reply” and save

13. Re-Click on the gear icon and select “See all settings”

14. Click on the 'Filters and blocked addresses' tab menu

15. Select the 'Create a new filter' button

16. In the “From” fill out what you need to exclude from the auto reply

17. In the Size category make it “0”

18. Click “Create filter”

19. On the next screen click “Send template:”

20. Select ‘Clinic Email Auto-Reply’ template.

21. Click “Create filter”