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May-June 2005 - Outlook Out of Office Assistant (using Internet Email) |
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Last month we showed how to use the Out of Office Assistant to automatically reply to messages using Exchange Server. This months Hints and Tips shows how to do this for Outlook 2003 users who send Email over the Internet. It is a two step process: first create a message template containing the autoreply text and secondly create a rule to automatically reply to messages you receive. From a practical point of view you will need to be a Broadband user to do this as you will have to leave your computer on and Outlook up and running whilst you are away for this to work. |
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Creating a message template
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First make sure that you are NOT using Word as your Email editor. Load Outlook, go to Tools, Options, and make sure that "Use Microsoft Word to edit Email messages" is not ticked. To create the message template, create a new message in Outlook, leave the To: and cc: sections empty and put in a subject i.e. (Out of Office AutoReply) and type the text of your message. Now save this as a template. To do this go to File, Save As, type a name for the template and make sure that "Save as Type" says "Outlook Template". Make a note of the folder Outlook uses to save this template as you will need to find it in a minute. Close the message template. |
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Creating the rule
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In Outlook go to the Tools menu and choose Rules and Alerts. Choose New Rule, and then "Start from a blank rule" and "Check Messages when they arrive" and then click Next. In the Select Conditions dialog box choose "Sent Only to Me" and then choose Next. |
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In the Select Actions dialog box tick "Reply using a specific template" and then at the bottom of the screen click the underlined text that also says "Reply using a specific template". Now find the template you have just created, click to choose it and then click Open and then click Next. You should now be in the "Are there are exceptions" dialog box. Choose any exceptions you want and then click Next. Type a name for the Rule and make sure "Turn on this rule" is ticked and then choose Finish and then OK. Now, quickly send a message to yourself to make sure you have successfully followed the steps. If you have you should automatically receive a reply. Dont forget! You will have to leave your computer up and running and Outlook loaded whilst you are away for this rule to run.
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