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Sending an out-of-office or autoreply email

From: Outlook 2013 Essential Training

Video: Sending an out-of-office or autoreply email

When you go on vacation, you probably change your voicemail telling callers the dates that you'll be unavailable to return their calls. You can do the same thing with email and it's called Out of Office. Outlook can auto respond to anyone that emails you during the dates you'll be away with the message that you specify. You can do this if you're on an Exchange Server. If you're not on an Exchange Server, meaning if you're connecting via POP or IMAP, that's okay, we can still do the same type if thing using Rules and I'll show you how to after. To say you're Out of Office, go up to File, and choose Automatic Replies.

Sending an out-of-office or autoreply email

When you go on vacation, you probably change your voicemail telling callers the dates that you'll be unavailable to return their calls. You can do the same thing with email and it's called Out of Office. Outlook can auto respond to anyone that emails you during the dates you'll be away with the message that you specify. You can do this if you're on an Exchange Server. If you're not on an Exchange Server, meaning if you're connecting via POP or IMAP, that's okay, we can still do the same type if thing using Rules and I'll show you how to after. To say you're Out of Office, go up to File, and choose Automatic Replies.

You won't see this option if you're not connected to an Exchange Server. So we're going to tell this dialog that we want to send automatic replies and we can come down here and place a check mark next to Only Send During This Time Range, and this is where we set the dates that we're going to be away. So here's where we specify two different responses; we can have a different response for Inside My Organization, where I could be less formal if I want to, and then another one for Outside My Organization. I do need to make sure there is a check mark here besides Auto Reply, and I need to specify that I want to this to go out for anyone outside my organization.

I can make this one a little bit more formal because people I don't know are going to be emailing me. When I'm all set, I can choose OK and now my automatic replies are being sent. So when I come back from vacation, I can either turn off automatic replies by going right up to Turn Off on the dialog box here or I can go back to File and choose Turn Off. So what happens if I'm a POP or IMAP user and I'm not connected to an Exchange Server? That's totally fine.

We're going to create a Rule and an email template with an auto responder. I'm going to give you the example of a product inquiry letter. For example, we have a product that we just don't make anymore and we keep getting product inquiries about it. So I'm gong to into my Drafts, where I've already drafted up a letter that I'm going to send out. This is going to be an auto response to anybody that sends me a product inquiry about the product that's been discontinued. So I typed this up earlier. All I did was create New Email and then typed up the Body of my email.

So when you get yours set up exactly the way you wanted, go to File, Save As, give it a File Name and then go down to Save as Type and choose Outlook Template. Click Save. We can then close out of this because we're all done with it, but now we're going to create a Rule to make it an auto responder. I'm going to click on Rules, Create Rule, go down to Advanced Options and specify the conditions that I want to check for.

I want this to go out when somebody sends me an email with the name of the product that they're actually inquiring about. So I'm going to click on Specific words in the body. I'm gong to put the product that they're inquiring about here. I click Add and then OK and now I can click Next to tell Outlook what actually do once it finds something that matches that inquiry. In this case, I'm going to use reply using a specific Template. I'm going to come down here and click on a specific template and from Look In; I'm going to choose User Templates in File System.

Here is where I can put the actual template that we just created. I click Open and then I can click Next, specifying the exceptions if I want, for example, if somebody in my company emails me about it, and then when I'm all done, I can click Finish. Now Outlook is going to remind me that this Rule is only going to run while I have Outlook running, if it's closed, the rule can't process any incoming emails. I click OK and now my auto responder has been created.

So the last thing, it's important to note that an Out of Office or Automatic Reply Message will only reply once to the sender, whereas a Rule that you create, will continue to send out as many responses as it gets incoming emails that match that Rule.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 23287 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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