- After you create the automatic reply message and set up the
filter, you must leave your computer running and Outlook open in order
for the message to work.
- using the method below to set a rule that sends
reply messages to all senders except those who are posting to a
LISTSERV list. This prevents reply messages from being sent to everyone
on a list.
- Outlook's Out of Office Assistant tool is another option for
setting an automatic reply message; however, you cannot set rules for
specific mail, such as LISTSERV lists.
- If setting a rule is not necessary, instructions on using the Out of Office Assistant can be found on Microsoft's How to Use the Out of Office Assistant in Outlook Web page.
To create and use an automatic reply message:
- Create an away message.
- In 2007, at the top left of the window, click the New button.
- In the body of the message, type the away message you want to use.
- Save the message.
- In 2007:
- Click the Office Button.
- From the drop-down list, select Save As.
- From the Save as type: drop-down list, select Outlook Template (*.oft).
- In the File name: text box, type: away
- Save the file to your desktop.
- Close the message window.
- Click the No button.
- To use your away message, set up an automatic reply filter.
- From the Tools menu, select Rules and Alerts....
- Click the New Rule... button.
- From the list, select Check messages when they arrive.
- Click Next.
- Click Next.
- Click the Yes button.
- Under Step 1: Select action(s), place a check in the reply using a specific template check box.
- Under Step 2: Edit the rule description (click an underlined value), click the a specific template link.
- From the Look In: drop-down list, select User Templates in File System.
- Click the Browse... button.
- Navigate to your desktop.
- Click OK.
- From the list, select the away message template.
- Click the Open button.
- Click Next.
- Set up the rule to create exceptions where LISTSERV is in the recipient's address or the sender's address.
- Under Step 1: Select exception(s) (if necessary), place a check in the except with specific words in the recipient's address check box.
- Under Step 2: Edit the rule description (click an underlined value), click the specific words link.
- In the Specify a word or phrase to search for in the recipient's address: text box, type: LISTSERV
- Click the Add button.
- Click OK.
- Under Step 1: Select exception(s) (if necessary), place a check in the except with specific words in the sender's address check box.
- Under Step 2: Edit the rule description (click an underlined value), click the specific words link.
- In the Specify a word or phrase to search for in the sender's address: text box, type: LISTSERV
- Click the Add button.
- Click OK.
- Click Next.
- Click Finish.
- Click OK.
- In the Rules and Alerts window, click OK.
- Set Outlook to check mail every 60 minutes. For instructions, refer to Configuring Outlook 2003/2007/2010 to Automatically Check Mail at Regular Intervals
- When you return, disable your automatic reply filter.
- From the Tools menu, select Rules and Alerts....
- Next to your automatic reply rule, clear the check box.
- Click OK.
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