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Out of Office Rule in Microsoft Outlook 2003

Microsoft Outlook 2003 allows users to set rules and run them according to requirement. Some of the rules are conditional while some are used regularly. “Out of Office” auto reply is one of the rules that the users can customize as per their requirements and apply them to respond to the emails while they are unable to access email or they are out of office.  Below is the procedure to set up out of office auto reply rule using Microsoft Outlook 2003.

Creating a template

In order to create an auto reply, the user needs to compose a customized message as a template that is going to be used in all the automatically responded emails in regards to out of office or any other message. The procedure for making a template is given below in a very simple step by step process with screen shots to explain each step appropriately.

Step 1

Open Microsoft Outlook 2003 and click on the new message from the toolbar or you may open a new message by using short key i.e. “Ctrl+N”. The screenshot below depicts where” New” button is located on the toolbar.

Step 2

Microsoft Outlook 2003 allows you to create the template in your own words. You may type your message in the email body as highlighted below.

Step 3

Once done with writing your message, you are required to save your message as a template. Click on the file menu and go to “Save as” like depicted below.

Step 4

The “Save as” window would pop up and you are required to enter the desired file name and select the file type as Outlook Template as show in the screenshot below. Further to this, update your location where you want your template to be saved. Click on “Save” once you are done with naming your file and selecting the appropriate file type. Your template has successfully been created and you may use it in any customized rule.

Setting “Out of Office” Rule

“Out of Office” rule can be applied in few steps that are given below.

Step 1

Go to “Tools” menu and click “Rules and Alerts”.

Step 2

“Rules and Alerts” window would pop up. You need to click on “New Rule” to create the rule.

Step 3

Select the second option with blank rule option in this step as depicted below. Click on “Check messages when they arrive” option and proceed next.

Step 4

Select “which is an out of office message” from the conditions and proceed next.

Step 5

Select “reply using a specific template” as shown in the screenshot. Click on “a specific template” in the description tab to select an appropriate template.

Step 6

Select “User Templates in File System” and click “Browse” to proceed further.

Step 7

Browse for folder window would pop up. Select the appropriate folder where you saved your template and click “OK” to proceed.

Step 8

Click “Open” button to select your template for Out of Office auto reply rule. Click next to proceed.

Step 9

You would be asked for any other exceptions if you want to apply on the rule. You are required to click “Finish” and your rule has been successfully created.

Step 10

Once back in the “Rules and Alerts” window you may select the newly created rule and click “Run Now” immediately or you may apply this rule whenever required as “out of office automatic reply” is ready to be applied.

Out of Office in Microsoft Outlook 2007

Microsoft Outlook 2007 brought many new features for its users in regards to interface and accessibility. Users can create a rule for setting up automatic reply in Out of Office condition in this version as well. The steps to create and run the very rule are elaborated below.

Creating a template

Users are required to create a template to be later used while creating a rule. The template contains the customized message the sender wants to send as an auto response. Template can be created in very simple few steps as explained below.

Step 1

Open Microsoft Outlook 2007 and click on “New” button to open a new mail message.

Step 2

Write your custom message in the email body as highlighted in the screenshot below.

Step 3

Click on the menu button and select the “Save as” option to save the template as depicted below.

Step 4

Select the location, file type and file name to save your file. Click “Save” and your template are created successfully.

Configuring “Out of Office “Rule

In order to configure your automatic response, you are required to create a rule. The procedure, for creating and configuring rules, has been elaborated below.

Step 1

Click “Tools” and then select “Rules and Alert” option as depicted in the screenshot.

Step 2

Click on “New Rule” button to create your custom rule.

Step 3

In the “Rules Wizard” you are required to select “Check message when they arrive” as shown below. Click next to proceed to the next step.

Step 4

“Which is an out of office message” needs to be selected in the conditions window as highlighted below.

Step 5

“reply using a specific template” is the option that needs t be selected in this step. Click on the “specific template” option as depicted in the screenshot below.

Step 6

Opt the “User Template in File System” as shown below.

Step 7

Select the folder from “Browse for Folder” window and click “OK” to proceed.

Step 8

Click “Open” button once the template is selected.

Step 9

Click on “Finish” button as highlighted in the screenshot.

Step 10

Your “Out of Office” rule has successfully been created and is ready for use.

Out of Office in Microsoft Outlook 2010

Microsoft Outlook 2010 is termed to be best in user interaction as compared to the earlier versions. “Out of Office” automatic response rule can be created in few easy steps that are given below.

Create a template

Automatic Response is generated through a customized template that the user needs to create. The template creation procedure is given in simple and easy steps below.

Step 1

Open a new email by selecting “New Email” button in the Home toolbar as depicted in the screenshot.

Step 2

Create your custom message in the email body as highlighted below.

Step 3

Go to “File” menu to save your template. You may do so by selecting save as option as highlighted in the illustration below.

Step 4

It is to note that the template needs to be saved in an appropriate file format and the user needs to select the correct format as shown in the screenshot below.

Step 5

Click “Save” once the location has been selected and the file name has been typed.

Setting up “Out of Office” Rule

Automatic reply in regards to “Out of Office” can be created in few easy steps given as follows.

Step 1

Select “Rule” from the Home toolbar and click on “Creating Rule” as highlighted in the screenshot beow.

Step 2

Click on “Advanced Options” in the “Create Rule” window as show in the graphic below.

Step 3

Select the automatic reply option from the given conditions and click “Next” to proceed.

Step 4

The user would then be prompted to select appropriate option to apply response on “Out of Office” rule. Select “reply using a specific template” from the options and click “a specific template” hyperlink as depicted in the screenshot below.

Step 5

“User Template File System” contains the custom created templates. Select the highlighted option as shown below.

Step 6

Browse the folder where the template has been saved and click “OK”.

Step 7

Confirm the template file name in the preview window and click “Open” as boxed in the graphic below. Your rule for “Out of Office” has successfully created.

Step 8

Click “Rules” and then “Mange Rules & Alerts” from the toolbar as shown in the screenshot.

Step 9

Check the “which is an automatic reply” rule and click “Run Rules Now” whenever you need to activate the “Out of Office” auto response while using Microsoft Outlook 2010.