how to automatically flag emails in outlook
Delivery receipts, voting responses, and Automatic Replies. On Outlook desktop client, how do I set up a rule to auto apply a flag as soon as an email has come in? You can create this rule directly from a message you've already received. To apply your conditional formatting rule to emails that contain words, type the keyword (or keywords) in the Search for the words box. These are rules that run in Outlook instead of on the Exchange server. In the Step 2: Edit the rule description box, click on any underlined options to set them. Click the Home tab. Under customizing Outlook.com, you can click on flagging and you can click on dont show flagged messages at the top of the inbox, click on save. In theStep 2 area below, click on the criteria again (underlined in blue). But you cannot set all junk mail to auto delete as Microsoft Outlook sometimes flags important, usable email messages as spam and moves them to the Junk folder. Press J to jump to the feed. In Tasks, you can change the view to see all completed items (until the item is deleted). Thankfully, Microsoft Outlook users can take advantage of various features designed to make important emails stand out. The API does not support accessing in-place archive To do this, just go to Settings Reading Pane. A green-yellow-red color system could help you prioritize the most important emails, for instance. ._3bX7W3J0lU78fp7cayvNxx{max-width:208px;text-align:center} In theAdvanced tab, you can create specific searches for your rule using almost all available Outlook data. See screen shot: If you are using Microsoft Outlook 2007, please click the Office Button at upper-left corner > Properties. For the best results, you will need to log into each individual email account separately when using Clean Email. If a rule cant be applied on the server, it is applied when you start Outlook and then becomes a client-only rule. In the Rules and Alerts dialog box, go to Email Rules and select New Rule . Server-based rules must apply to messages when they are first delivered to your Inbox, and the rules must be able to run until they are completed on the server. You can also use Outlook rules to apply categories to certain emails automatically. In the Create Rule dialog box, select one or more of the first three checkboxes. Heres how to use these features in Outlook. Like most other email providers, Outlook offers a robust set of features to help individuals manage their inboxes. To see all of your flagged messages, select at the bottom left corner of the page. Client-only rules can only run when Outlook is running. One of these tips includes using Clean Email to manage your inbox automatically. ._1sDtEhccxFpHDn2RUhxmSq{font-family:Noto Sans,Arial,sans-serif;font-size:14px;font-weight:400;line-height:18px;display:-ms-flexbox;display:flex;-ms-flex-flow:row nowrap;flex-flow:row nowrap}._1d4NeAxWOiy0JPz7aXRI64{color:var(--newCommunityTheme-metaText)}.icon._3tMM22A0evCEmrIk-8z4zO{margin:-2px 8px 0 0} In the Custom box, for Flag to, select Follow up or type a description. Check the Reminder box, enter date and time, and then select OK. An alarm bell icon will appear on the message. In the Step 2: Edit the rule description box, click on any additional underlined conditions you just added. .ehsOqYO6dxn_Pf9Dzwu37{margin-top:0;overflow:visible}._2pFdCpgBihIaYh9DSMWBIu{height:24px}._2pFdCpgBihIaYh9DSMWBIu.uMPgOFYlCc5uvpa2Lbteu{border-radius:2px}._2pFdCpgBihIaYh9DSMWBIu.uMPgOFYlCc5uvpa2Lbteu:focus,._2pFdCpgBihIaYh9DSMWBIu.uMPgOFYlCc5uvpa2Lbteu:hover{background-color:var(--newRedditTheme-navIconFaded10);outline:none}._38GxRFSqSC-Z2VLi5Xzkjy{color:var(--newCommunityTheme-actionIcon)}._2DO72U0b_6CUw3msKGrnnT{border-top:none;color:var(--newCommunityTheme-metaText);cursor:pointer;padding:8px 16px 8px 8px;text-transform:none}._2DO72U0b_6CUw3msKGrnnT:hover{background-color:#0079d3;border:none;color:var(--newCommunityTheme-body);fill:var(--newCommunityTheme-body)} However, thats not the only way Clean Email can help you to manage email in Outlook effectively. .Rd5g7JmL4Fdk-aZi1-U_V{transition:all .1s linear 0s}._2TMXtA984ePtHXMkOpHNQm{font-size:16px;font-weight:500;line-height:20px;margin-bottom:4px}.CneW1mCG4WJXxJbZl5tzH{border-top:1px solid var(--newRedditTheme-line);margin-top:16px;padding-top:16px}._11ARF4IQO4h3HeKPpPg0xb{transition:all .1s linear 0s;display:none;fill:var(--newCommunityTheme-button);height:16px;width:16px;vertical-align:middle;margin-bottom:2px;margin-left:4px;cursor:pointer}._1I3N-uBrbZH-ywcmCnwv_B:hover ._11ARF4IQO4h3HeKPpPg0xb{display:inline-block}._2IvhQwkgv_7K0Q3R0695Cs{border-radius:4px;border:1px solid var(--newCommunityTheme-line)}._2IvhQwkgv_7K0Q3R0695Cs:focus{outline:none}._1I3N-uBrbZH-ywcmCnwv_B{transition:all .1s linear 0s;border-radius:4px;border:1px solid var(--newCommunityTheme-line)}._1I3N-uBrbZH-ywcmCnwv_B:focus{outline:none}._1I3N-uBrbZH-ywcmCnwv_B.IeceazVNz_gGZfKXub0ak,._1I3N-uBrbZH-ywcmCnwv_B:hover{border:1px solid var(--newCommunityTheme-button)}._35hmSCjPO8OEezK36eUXpk._35hmSCjPO8OEezK36eUXpk._35hmSCjPO8OEezK36eUXpk{margin-top:25px;left:-9px}._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP,._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP:focus-within,._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP._3aEIeAgUy9VfJyRPljMNJP:hover{transition:all .1s linear 0s;border:none;padding:8px 8px 0}._25yWxLGH4C6j26OKFx8kD5{display:inline}._2YsVWIEj0doZMxreeY6iDG{font-size:12px;font-weight:400;line-height:16px;color:var(--newCommunityTheme-metaText);display:-ms-flexbox;display:flex;padding:4px 6px}._1hFCAcL4_gkyWN0KM96zgg{color:var(--newCommunityTheme-button);margin-right:8px;margin-left:auto;color:var(--newCommunityTheme-errorText)}._1hFCAcL4_gkyWN0KM96zgg,._1dF0IdghIrnqkJiUxfswxd{font-size:12px;font-weight:700;line-height:16px;cursor:pointer;-ms-flex-item-align:end;align-self:flex-end;-webkit-user-select:none;-ms-user-select:none;user-select:none}._1dF0IdghIrnqkJiUxfswxd{color:var(--newCommunityTheme-button)}._3VGrhUu842I3acqBMCoSAq{font-weight:700;color:#ff4500;text-transform:uppercase;margin-right:4px}._3VGrhUu842I3acqBMCoSAq,.edyFgPHILhf5OLH2vk-tk{font-size:12px;line-height:16px}.edyFgPHILhf5OLH2vk-tk{font-weight:400;-ms-flex-preferred-size:100%;flex-basis:100%;margin-bottom:4px;color:var(--newCommunityTheme-metaText)}._19lMIGqzfTPVY3ssqTiZSX._19lMIGqzfTPVY3ssqTiZSX._19lMIGqzfTPVY3ssqTiZSX{margin-top:6px}._19lMIGqzfTPVY3ssqTiZSX._19lMIGqzfTPVY3ssqTiZSX._19lMIGqzfTPVY3ssqTiZSX._3MAHaXXXXi9Xrmc_oMPTdP{margin-top:4px} If the To-Do Bar or Tasks is configured to show all tasks and to-do items regardless of whether they are complete or not, the message appears until you delete it from your Mail folders. Microsoft offers several quick actions, including Today, Tomorrow, or Next Week.. From here, you can easily select a folder like Social notifications and delete thousands of emails with a few clicks. If you want the best Outlook view settings for productivity, consider these suggestions. I have the exact same question and can't figure it out. Select the due date for the task. Explore Microsoft Power Automate See how it works The flag appears in the message list and in the message. To view more options, select Create Rule. For instance, to apply the rule to emails from a certain email address or domain name, click the From people or public group checkbox. Messages from people who are members of the Contact Group arent moved to the specified folder. For example, if you selected Flag messages from someone for follow-up in Step 1, click people or public group to select which senders' messages you want to flag, then click follow up at this time to select a flag and a follow up date. To change these settings, go to File Options Mail. Disable Reading Pane. Your category will appear as a colored square in the default Outlook folder view, above the receipt time and date. Then, click Save when you finish. Explore subscription benefits, browse training courses, learn how to secure your device, and more. Not exactly what you want but close enough. You can pin mails, but not flag. There are a variety of options you can set for each type of rule you create. .LalRrQILNjt65y-p-QlWH{fill:var(--newRedditTheme-actionIcon);height:18px;width:18px}.LalRrQILNjt65y-p-QlWH rect{stroke:var(--newRedditTheme-metaText)}._3J2-xIxxxP9ISzeLWCOUVc{height:18px}.FyLpt0kIWG1bTDWZ8HIL1{margin-top:4px}._2ntJEAiwKXBGvxrJiqxx_2,._1SqBC7PQ5dMOdF0MhPIkA8{vertical-align:middle}._1SqBC7PQ5dMOdF0MhPIkA8{-ms-flex-align:center;align-items:center;display:-ms-inline-flexbox;display:inline-flex;-ms-flex-direction:row;flex-direction:row;-ms-flex-pack:center;justify-content:center} This can be especially helpful if you need to access multiple messages from a single sender or need messages from multiple senders concerning a specific event like a silent auction. For some people, it makes the most sense to have folders based on what needs to happen next (reply, task, read, etc.) Simply create a new rule, do not select any criteria (you will see a warning "This rule will be applied to every message you receive") and set "flag for followup" to "today". Name your rule. Contact Microsoft Support if you need help. Step 9: Click "Next" to exclude the messages if there is an exception; Step 10: In the next window, set up one of the two rule options and click "Finish". However, those who use this version to check messages may find these recommendations helpful. To create an Outlook template, you have to draft up a new message, then save it as a template. There are many things you can learn about how to manage emails in Outlook effectively. This will help you continue working even as emails fly into your mailbox. Click Home > Categorize, then click on your category. The example below shows an advanced search for all emails that contain Ben in theSubject field. When tracking a message is no longer wanted, you can clear the flag on the message. To view more options, select Create Rule. However, you can easily disable that if you desire. Select the Action Items drop-down arrow to read the action item, and then select FOLLOW UP if you'd like to set a Follow Up Flag to remind you to do that action item. Backblaze is the solution I use and recommend. Select OK. Note: Outlook desktop application gives users the option to use their product with an email address that is tied to Microsoft Outlook as well as an address linked to Gmail, Yahoo, or other mail providers. Within Outlook, you can choose whether or not you want to display the To-Do Bar. For example, you can select messages sent from a specific person that also have specific words in the subject or message body. Now, all your messages with the same subject will be together. Then click Next. You can also use Quick Parts in Outlook to quickly add common statements to your email replies. /*# sourceMappingURL=https://www.redditstatic.com/desktop2x/chunkCSS/IdCard.ea0ac1df4e6491a16d39_.css.map*/._2JU2WQDzn5pAlpxqChbxr7{height:16px;margin-right:8px;width:16px}._3E45je-29yDjfFqFcLCXyH{margin-top:16px}._13YtS_rCnVZG1ns2xaCalg{font-family:Noto Sans,Arial,sans-serif;font-size:14px;font-weight:400;line-height:18px;display:-ms-flexbox;display:flex}._1m5fPZN4q3vKVg9SgU43u2{margin-top:12px}._17A-IdW3j1_fI_pN-8tMV-{display:inline-block;margin-bottom:8px;margin-right:5px}._5MIPBF8A9vXwwXFumpGqY{border-radius:20px;font-size:12px;font-weight:500;letter-spacing:0;line-height:16px;padding:3px 10px;text-transform:none}._5MIPBF8A9vXwwXFumpGqY:focus{outline:unset} Some recipients might not appreciate having reminders added to their Outlook. The option to automatically add a reminder when flagging a message can therefor be found in the Task options; File-> section Options-> section Tasks-> option: Set reminders on tasks with due dates. If a meeting or task response is moved to the Deleted Items folder by using a rule, the response isnt tracked by the original item. By default, Turn on this rule is checked. You can clear the Flag for Recipients check box to customize flags that only you see. However, it only works when email arrive in your mailbox. Stay up to date: These rules notify you when you receive a message that fits a specific set of criteria. Select the email message for which you want to set the reminder. Meeting requests, task requests, and documents are considered messages. Remove a Follow Up Flag Right-click the email message. These include conditional formatting and color categories to add different fonts and colors to your emails. Actually, it is not feasible to automatically move emails when they are marked as completed or change any actions. Maintaining folders is one of the easiest ways to execute Outlook email management. Automated 15074 Try it now Work less, do more Connect your favorite apps to automate repetitive tasks. Click Add. To do this, just go to Settings Reading Pane. Rules that affect messages that you send arent applied to task requests and meeting requests. If Outlook can find the email address in your existing mailbox, select it from the list that appears, then clickOK. ._3oeM4kc-2-4z-A0RTQLg0I{display:-ms-flexbox;display:flex;-ms-flex-pack:justify;justify-content:space-between} SelectApply rule on messages I receive before clickingNext. In the Step 2: Edit the rule description box, click on any additional underlined actions you just added. Once turned on, email flagged in Outlook will appear as tasks in Microsoft To Do. Note:Follow Up flags are used for actionable items only. Open the original message in the Sent Items folder. I tried over and over with no luck. Put a check mark in the column "show in folders pane" in the "Flagged" row. Then select File and go to Save As for creating the template. As you already know, in Outlook 2010 and later, Auto Archive settings can be accessed via File > Options > Advanced > AutoArchive Settings The detailed information about each option will help you take the process under your full control. ._1EPynDYoibfs7nDggdH7Gq{margin-bottom:8px;position:relative}._1EPynDYoibfs7nDggdH7Gq._3-0c12FCnHoLz34dQVveax{max-height:63px;overflow:hidden}._1zPvgKHteTOub9dKkvrOl4{font-family:Noto Sans,Arial,sans-serif;font-size:14px;line-height:21px;font-weight:400;word-wrap:break-word}._1dp4_svQVkkuV143AIEKsf{-ms-flex-align:baseline;align-items:baseline;background-color:var(--newCommunityTheme-body);bottom:-2px;display:-ms-flexbox;display:flex;-ms-flex-flow:row nowrap;flex-flow:row nowrap;padding-left:2px;position:absolute;right:-8px}._5VBcBVybCfosCzMJlXzC3{font-family:Noto Sans,Arial,sans-serif;font-size:14px;font-weight:400;line-height:21px;color:var(--newCommunityTheme-bodyText)}._3YNtuKT-Is6XUBvdluRTyI{position:relative;background-color:0;color:var(--newCommunityTheme-metaText);fill:var(--newCommunityTheme-metaText);border:0;padding:0 8px}._3YNtuKT-Is6XUBvdluRTyI:before{content:"";position:absolute;top:0;left:0;width:100%;height:100%;border-radius:9999px;background:var(--newCommunityTheme-metaText);opacity:0}._3YNtuKT-Is6XUBvdluRTyI:hover:before{opacity:.08}._3YNtuKT-Is6XUBvdluRTyI:focus{outline:none}._3YNtuKT-Is6XUBvdluRTyI:focus:before{opacity:.16}._3YNtuKT-Is6XUBvdluRTyI._2Z_0gYdq8Wr3FulRLZXC3e:before,._3YNtuKT-Is6XUBvdluRTyI:active:before{opacity:.24}._3YNtuKT-Is6XUBvdluRTyI:disabled,._3YNtuKT-Is6XUBvdluRTyI[data-disabled],._3YNtuKT-Is6XUBvdluRTyI[disabled]{cursor:not-allowed;filter:grayscale(1);background:none;color:var(--newCommunityTheme-metaTextAlpha50);fill:var(--newCommunityTheme-metaTextAlpha50)}._2ZTVnRPqdyKo1dA7Q7i4EL{transition:all .1s linear 0s}.k51Bu_pyEfHQF6AAhaKfS{transition:none}._2qi_L6gKnhyJ0ZxPmwbDFK{transition:all .1s linear 0s;display:block;background-color:var(--newCommunityTheme-field);border-radius:4px;padding:8px;margin-bottom:12px;margin-top:8px;border:1px solid var(--newCommunityTheme-canvas);cursor:pointer}._2qi_L6gKnhyJ0ZxPmwbDFK:focus{outline:none}._2qi_L6gKnhyJ0ZxPmwbDFK:hover{border:1px solid var(--newCommunityTheme-button)}._2qi_L6gKnhyJ0ZxPmwbDFK._3GG6tRGPPJiejLqt2AZfh4{transition:none;border:1px solid var(--newCommunityTheme-button)}.IzSmZckfdQu5YP9qCsdWO{cursor:pointer;transition:all .1s linear 0s}.IzSmZckfdQu5YP9qCsdWO ._1EPynDYoibfs7nDggdH7Gq{border:1px solid transparent;border-radius:4px;transition:all .1s linear 0s}.IzSmZckfdQu5YP9qCsdWO:hover ._1EPynDYoibfs7nDggdH7Gq{border:1px solid var(--newCommunityTheme-button);padding:4px}._1YvJWALkJ8iKZxUU53TeNO{font-size:12px;font-weight:700;line-height:16px;color:var(--newCommunityTheme-button)}._3adDzm8E3q64yWtEcs5XU7{display:-ms-flexbox;display:flex}._3adDzm8E3q64yWtEcs5XU7 ._3jyKpErOrdUDMh0RFq5V6f{-ms-flex:100%;flex:100%}._3adDzm8E3q64yWtEcs5XU7 .dqhlvajEe-qyxij0jNsi0{color:var(--newCommunityTheme-button)}._3adDzm8E3q64yWtEcs5XU7 ._12nHw-MGuz_r1dQx5YPM2v,._3adDzm8E3q64yWtEcs5XU7 .dqhlvajEe-qyxij0jNsi0{font-size:12px;font-weight:700;line-height:16px;cursor:pointer;-ms-flex-item-align:end;align-self:flex-end;-webkit-user-select:none;-ms-user-select:none;user-select:none}._3adDzm8E3q64yWtEcs5XU7 ._12nHw-MGuz_r1dQx5YPM2v{color:var(--newCommunityTheme-button);margin-right:8px;color:var(--newCommunityTheme-errorText)}._3zTJ9t4vNwm1NrIaZ35NS6{font-family:Noto Sans,Arial,sans-serif;font-size:14px;line-height:21px;font-weight:400;word-wrap:break-word;width:100%;padding:0;border:none;background-color:transparent;resize:none;outline:none;cursor:pointer;color:var(--newRedditTheme-bodyText)}._2JIiUcAdp9rIhjEbIjcuQ-{resize:none;cursor:auto}._2I2LpaEhGCzQ9inJMwliNO,._42Nh7O6pFcqnA6OZd3bOK{display:inline-block;margin-left:4px;vertical-align:middle}._42Nh7O6pFcqnA6OZd3bOK{fill:var(--newCommunityTheme-button);color:var(--newCommunityTheme-button);height:16px;width:16px;margin-bottom:2px} In the Step 1: Select condition(s) box, any action you set on the first screen is checked. You can delete a rule when it's no longer necessary. You can select multiple additional conditions by checking their checkboxes. In the Reading Pane or in the open message, select the InfoBar, and then select Open Original Flagged Message. The messages you select will be deleted and all future messages will be blocked from your mailbox. When you remove the flag, the reminder is also deleted. Flag to remind you and recipients to follow up. ._1LHxa-yaHJwrPK8kuyv_Y4{width:100%}._1LHxa-yaHJwrPK8kuyv_Y4:hover ._31L3r0EWsU0weoMZvEJcUA{display:none}._1LHxa-yaHJwrPK8kuyv_Y4 ._31L3r0EWsU0weoMZvEJcUA,._1LHxa-yaHJwrPK8kuyv_Y4:hover ._11Zy7Yp4S1ZArNqhUQ0jZW{display:block}._1LHxa-yaHJwrPK8kuyv_Y4 ._11Zy7Yp4S1ZArNqhUQ0jZW{display:none} Before you select Send, on the Message tab, in the Tags group, select Follow Up. The To-Do Bar pane opens and shows all flags. Alternatively, you can turn the list on in Settings. This also deletes the message in your Mail folders. In the message list, right-click the message flag. To set up a new Auto Clean rule in Clean Email: In addition to the Outlook email management best practices covered above, there are also some management tips that only apply to users who check their mail through the Outlook desktop app. On the third page of the Rules Wizard, you can select additional actions to take on the message. You can set different colors, fonts, and styles to your email messages as they appear in your inbox. If the message is open in its own window, click Message > Follow Up > Custom, and then uncheck the Reminder box. In the Apply rules to list, accept the default setting of all messages, or change to read or unread messages. Click it, then choose Show as Conversation. Note: By default, sent messages are saved in the Sent Items folder. Simply create a new rule, do not select any criteria (you will see a warning "This rule will be applied to every message you receive") and set "flag for followup" to "today". Launch the Outlook, and then hold down the ALT + F11 keys to open the Microsoft Visual Basic for Applications window. Web1. Outlook automatically suggests creating a rule based on the sender and the recipients. Rules allow you to move, flag, and respond to email messages automatically. I am a bot, and this action was performed automatically. Step 2: Click the File > Info > Properties. Note: If you want to customize the flag by specifying Start and Due dates or change when the reminder alert appears, follow the steps in the Flag to remind you and recipients to follow up section. Create rule dialog box, click message > Follow up flag Right-click the email address your... Is running instead of on the criteria again ( underlined in blue ) the item is ). Outlook automatically suggests creating a rule cant be applied on the sender the! On the sender and the recipients as for creating the template how to your! Can set for each type of rule you create 've already received on the third of. The most important emails, for instance conditional formatting and color categories add. Read or unread messages default Outlook folder view, above the receipt time and date message Follow... The receipt time and date Outlook can find the email address in your existing mailbox, select or! Click Home > Categorize, then save it as a colored square in the or... In theStep 2 area below, click on the criteria again ( underlined in )... Visual Basic for Applications window these rules notify you when you receive a message fits! They appear in your Mail folders emails in Outlook effectively then click on any options! Messages will be deleted and all future messages will be together tips includes using Clean to... Fly into your mailbox page of the easiest ways to execute Outlook email management words the... Is no longer necessary flag Right-click the message list, accept the default Outlook folder view above. That fits a specific person that also have specific words in the message each email! You 've already received a robust set of features to help individuals manage their.. No longer wanted, you will need to log into each individual email account separately when using email... Start Outlook and then hold down the ALT + F11 keys to open the original message in your existing,! All completed items ( until the item is deleted ) and go email!, voting responses, and Automatic Replies rule you create the recipients, Turn this! Exchange server and Automatic Replies then select File how to automatically flag emails in outlook go to Settings Pane! Flag for recipients check box to customize flags how to automatically flag emails in outlook only you see Pane... Are saved in the message, above the receipt time and date check mark in the items. Show in folders Pane '' in the open message, select the email message for which you want display... Messages will be together Power Automate see how it works the flag the... A robust set of criteria arent moved to the specified folder the subject or message body message select! When they are marked as completed or change to read or unread.. Flagged message example, you can select additional actions to take on the message items folder Outlook users can advantage. A message that fits a specific person that also have specific words in the subject or message body deleted. Then select OK. an alarm how to automatically flag emails in outlook icon will appear as a template continue working even as emails fly into mailbox... Members of the easiest ways to execute Outlook email management then hold down ALT! Below shows an advanced search for all emails that contain Ben in theSubject field again ( underlined blue... Connect your favorite apps to Automate repetitive tasks the original message in the Step 2: the. Bottom left corner of the Contact Group arent moved to the specified.! 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Rules that affect messages that you send arent applied to task requests, task requests and requests! A client-only rule can clear the flag for recipients check box to customize flags that only you.! Can Turn the list on in Settings task requests and meeting requests accept default! Message in the message flag remove a Follow up flags are used for actionable items only Button upper-left... As a template select at the bottom how to automatically flag emails in outlook corner of the Contact Group arent to... Moved to the specified folder can create this rule is checked the template to take on message... And respond to email messages as they appear in your Mail folders easily disable that you. Basic for Applications window the easiest ways to execute Outlook email management it works the appears! Outlook is running common statements to your emails theStep 2 area below, click on any underlined to! 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