How Do I Make an Out of Office AutoResponder If I Use Outlook *Without* Exchange Server?

This is a question I get asked a lot. If you have Outlook at work (with Exchange Server), you are used to the Out of Office Assistant which is easy to use to set up a reply to all of your mail when you are away from the office. But, without Exchange Server, this option is not available to you in your Tools menu, so you have to create a rule that will reply to all using a template.

NOTE:  In order for this to work correctly, DO NOT use Word as your email editor and use PLAIN TEXT as your mail format.

First: How To Make the Template

Open a new blank email and write your message with any info you want included. For example:

Hi. I'm out of town for three days. If you want to reach me, you can email me at joeblow@duhhh.com. Otherwise, I will reply to you when I return on Dec. 15, 2002.

Sincerely,
Joe

Once you are done setting up the message, click on the File menu within the email and choose "Save As". When the Save As box comes up, use the dropdown menu at the bottom that says "Save as type" and choose Outlook Template (*.oft).

Notice when you choose to save it as a template, at the top of the Save As box, where it says "Save In", it now shows that it is saving it in your Templates folder. DO NOT CHANGE THIS LOCATION. It needs to be there so you can select it from your Templates library.

Give the template a name and click the Save button. Now you can just close this mail by clicking on the X in its upper right corner. (Say No when Outlook asks if you want to save the mail. Since we have already saved the Template, there is no need to save the actual email.)

Second: How To Make the Rule So It AutoReplies To Everyone

Go to your Tools menu in Outlook and select Rules Wizard. Click on "New" to start the Wizard. In the first step where it asks what conditions you want to set for this rule, just leave everything unchecked and click on Next and Outlook will give you a message that tells you this rule will be applied to all mail you receive. Click Yes. (In Outlook 2002, the first step of the Rules Wizard asks if you want to base this rule on an existing rule or start with a new rule. Tell it to start with a new blank rule.)

The next step asks what you want to do with the mail. Look through the list of choices and check the one that says "Reply with a specific template". Now you will see the words "a specific template" in the bottom pane. Click on the underlined words and use the dropdown box at the top of the dialog box you now see to select "User Templates in File System" and you will see your template. Select it and click on Open. Now you will see that your rule is setup to reply to everyone with this template.

If you want to setup any exceptions for this rule, you can click Next. Otherwise, just click on Finish and your rule is made and turned on.

Now, if you don't want the rule to run now, but instead, want it to start running tomorrow or some other time, just go back to Tools>Rules Wizard and find your rule and uncheck the box beside it. Then, you can just return here before you go away to turn the rule on by checking it again. When you return home, remember to go back here and uncheck it again to turn it off, or click on it to select it and click on the button that says Delete to remove it completely.

I'm sure you noticed inside the Rules Wizard that there are many different things you can do with rules in Outlook. To create a simple rule to move all mail from a person or persons into a specific folder, read my instructions for this here: http://personal-computer-tutor.com/outlook.htm#organize

Also, notice that you can make a rule for Outlook to forward all of your mail, while you are away, to a specific email address.

I suggest, if you aren't familiar with creating rules in Outlook, that you spend some time in the Wizard, exploring your different options. And, remember that if you create a rule to run while you are away, your computer must be turned on and connected to the internet, with Outlook setup to automatically download your email, in order for the rule to work. (Some people just have a friend or relative turn on their computer once a day and download mail, so the rule will run.)

I hope I taught you something here. If you want to learn more about what Outlook can do, go to my Outlook page at http://personal-computer-tutor.com/outlook.htm  or check out my Outlook eBook and online class at http://personal-computer-tutor.com/services.htm#outlook

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