[vip_students] Outlook: Auto Responder!
- From: "Paul Traynor" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Thu, 28 Jun 2007 12:35:25 +0100
Outlook 2002/2003 Out-of-Office Autoresponder
When you go on holiday or a 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.
Things to remember:
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 to the inbox, and use keys "alt + T" or click the Tools
menu, Then arrow down to options and press the enter key or click on it.
2) Next press keys "control + tab" twice to jump to the mail format page or
with the mouse Click on the Mail Format tab
3) Uncheck the Use Microsoft Word to edit e-mail messages with the spacebar
and tab to the ok button then press enter or click on it.
Part 2) Create the Autoresponder message
Now 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, "alt + f" click Save As.
6) Now tab once after typing in the file name and In the Save As Type box,
select Outlook Template.
7) Type the name for the file, like "Autoresponder" and then tab key to save
or click on it.
8) On the File menu, click Close. Click No to "Do you want to save the
changes?"
Part 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. If you are a keyboard user then go
into the tools menu and down arrow to rules wizard and hit enter key. Click
New.
2) Use your tab key to jump too or Click to select the option Start From A
Blank Rule.
3) Ensure Check Messages When They Arrive is checked, if it isn't then use
the spacebar or mouse to accomplish this, and then click Next.
4) Under Which Condition(s) Do You Want To Check?, select using the arrow
keys
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).
Part 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.
Also be careful that if you are subscribed to a mailing list where there are
a lot of people on that you unsubscribe from it first before activating your
auto responder.
Paul.
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