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Creating an
Autoreply in Outlook
Outlook 2002/2003 Out-of-Office
Autoresponder Instructions:
When you go on vacation or a business trip and you won't
have access to a computer, you want people to know that
you are not responding to their email because you are
unavailable, not that you are unresponsive. So, sending
an email back to them instantly is good contact
management. Here is what you can do.
First, you must have a cable modem or DSL service
(Digital Subscriber Line from your phone company) as
this technique requires an always-on connection to the
Internet from your computer.
1) Turn off 'Edit with Microsoft Word'
Make sure that you are not using Microsoft Word as your
e-mail editor. Verify that Word is turned off in Outlook
as follows.
- 1) Open Outlook, click the Tools
menu, Options.
- 2) Click on the Mail Format tab
- 3) Uncheck the Use Microsoft Word to
edit e-mail messages
- 4) Click OK
2) Create the Autoresponder messageNow let's create the message that will be sent to people
while you are away.
- 1) Open the Inbox folder.
- 2) Create a new message (Ctrl-Shift-M)
- 3) Type a subject line, such as "Out of the
office."
- 4) Type the message body you want people to see
while you're out.
- 5) On the File menu, click
Save As.
- 6) In the Save As Type box,
select Outlook Template.
- 7) Type the name for the file, like
"Autoresponder" and click Save
- 8) On the File menu, click
Close. Click No to
"Do you want to save the changes?"
3) Create the Rule to run the Template
Now that the template is created, we need to create a
rule from the Rules Wizard that will use the template
file to automatically respond to a person when email
arrives.
- 1) On the Tools menu, click Rules wizard.
Click New.
- 2) Click to select the option Start From
A Blank Rule.
- 3) Ensure Check Messages When They
Arrive is checked, and then click
Next.
- 4) Under Which Condition(s) Do You Want
To Check?, select
sent only to me, and then click
Next.
- 5) Under What Do You Want To Do With The
Message?, check the reply Using a
specific template.
- 6) Under Rule description,
click the underlined
words a specific template
- 7) In the Select A Reply Template
dialog box, select User Templates In File
System in the Look In list.
- 8) Select the "Autoresponder" template that you
created earlier and click Open.
- 9) Click Finish. The rule is
automatically named "sent only to me" and is
automatically enabled (notice the check mark).
4) Test your work
Now send yourself an email. Your mail will be received
into your inbox (or wherever another rule may direct
it), and the sending party will receive the template
notice. NOTE: Outlook must be set to send/receive mail
at some regular interval. Check the settings at Tools |
Options | Mail Setup | Send/Receive and make sure that
Include this group in Send/Receive is checked and
Schedule and automatically send/receive every X minutes
is checked.
If this works correctly, be sure to disable the rule
immediately until you are actually out of the office.
And test it one more time just prior to leaving the
office just to be sure nothing has changed.These instructions provided from
http://www.softwaremagician.com/olautoresponder/
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