An e mail id can be of any format, G mail, yahoo, msn, hotmail, or rediffmail. The most widely used e mail for official purposes, business or Exchange, however, may be Microsoft Office Outlook. One of the most important features of mails used in a business or office setup might be the facility of sending automatic messages, when you are not in a situation to access your mailbox and send any replies. This is called ‘Out Of Office’ replies and you can easily create customized replies on Outlook. You could also use a small notebook, a Razer Proclick Mobile mouse or one of the best gaming mice 2017 while on the go.
To determine whether you use Exchange or non-Exchange mail
The first step is to recognize the type of e mail account you have, whether it an Exchange mail or non-Exchange. In Outlook 2016, 2013, 2010, and 2007, the status bar will show ‘Connected to Microsoft Exchange,’ if you are using an Exchange server account. In Outlook 2003, go to Tools> Email Accounts>View or Change Existing Email Accounts, and click on type to know the account which you are using.
Creating an automatic reply in Outlook.com
- Go to Home and open ‘New Email’.
- In the body of the mail, enter the message you want to send as the automatic reply.
- Save this message by going to File> Save As. A dialog box appears in which give the file name and select ‘Save as type’ list as ‘Outlook Template’.
- Click Save.
To automatically reply to new messages
- Select Rules> Manage Rules and Alerts in the Home menu.
- In the dialog box which appears, click E mail Rules tab and New rule option.
- A Rules Wizard dialog box appears. Under ‘Start from a blank rule’, check the box for ‘Apply rule for messages I receive’ and click Next.
- You will get numerous multiple options under ‘Which condition(s) do you want to check?’ It is not mandatory to select any option, and you click Next.
- In the next dialog box, you will have to check for both the steps.
Under ‘Step 1: Select Action(s)’ for ‘What do you want to do with the message?’, check reply using a specific template. This option sends one auto-reply per sender in a single session. Once you logout, the session ends and further login will be considered as a fresh session and sender’s list gets reset. So no sender will be receiving multiple auto-replies.
Under ‘Step 2: Edit the rule description (click an underlined value)’, click on ‘a specific template’ option.
Clicking on Next will take to the Select a Reply Template dialog box. From the drop-down list in the Look In box, select ‘User Templates in File System’. Give the display name and click Open.
In the next window, you may choose to or not to give any exceptions to automatic reply rule. Tapping on Next will bring you to another Rules Wizard dialog box where you have to type a name for the auto-reply rule in ‘Step 1: Specify a name for this rule space’. Check the box for ‘Turn on this rule’ under ‘Step 2: Setup rule options’. Click Finish and a message will be displayed that to send a reply automatically, Outlook must be running. Tap on OK, for the next two dialog boxes.
Want to turn off out of office replies?
Select Rules> Manage Rules and Alerts in the Home menu.
Click E mail Rules tab and uncheck the rule you want to turn off.