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Auto reply in Microsoft® Outlook 2007

Nidhi About Nidhi

is the Gizmo Gal for iYogi. A writer by choice and Gizmo Geek by nature, she brings the hottest and latest happening in the Gadgets’ world. So, when you need a peek inside the tech world, you know where the action is.

Learn about the uses of the auto reply feature in Microsoft Outlook 2007

Microsoft Outlook 2007 has the feature of auto-reply which allows the user to easily define and send replies to the e-mails automatically from the desktop informing the sender that you are away. The first part is to create an e-mail template for the rule. The template contains the information the user wishes to convey to his/her contacts. Firstly, open Microsoft Outlook 2007. Then from the ‘File’ menu, select ‘New’ and then ‘Mail Message’. Type a subject for the mail followed by its content. Click the Office button in the top left and select ‘Save As’. In the ‘Save As’ dialog box, change the save as type field to ‘Outlook Template’ (*.oft). By default the file will be saved in ‘Template’ folder. Provide a descriptive name for the template and save it. Press ‘Alt’ + ‘F4′ to close the template. The second part is to write a rule that uses this template whenever it processes an incoming mail that meets the criteria. For this, from the ‘Tools’ menu select ‘Rules and Alerts’ followed by ‘New Rule’. In the rules wizard click, ‘Check messages when they arrive’. In the lower pane click the hyperlink for specific words. Highlight the address list and click ‘OK’. In the ‘Select a reply template’ change the look in value to ‘User templates in file system’. Add the template and click ‘Next’ followed by ‘Finish’.

The following points discuss the usability of the auto reply feature in Microsoft Outlook 2007:

  • Fully control automatic outgoing e-mails
  • Easy web form handling
  • Avoid nagging people with several automatic messages

Fully control automatic outgoing e-mails

Auto reply manager allows the user to pre-set basic rules using which the e-mail auto responder decides for which e-mails to send the auto reply or not. In this way the user can send e-mails to only those whom the user actually wants to receive automated replies back from him. While creating the rule the user can specify when to activate this feature.

Easy web form handling

Auto-reply feature in Microsoft Outlook 2007 helps in handling the incoming messages in websites which are submitted using web forms. This feature scans the incoming message, and find out the field where the sender’s address was filled and can send the pre-defined message back to that e-mail address and not to that site address. This can make the web handling easier.

Avoid nagging people with several automatic messages

Different from other auto responding programs, the built-in mechanism of this e-mail auto responder program allows the user to decide sending just a single automatic e-mail to each contact, irrespective of how many e-mails the user is receiving from that contact. Moreover, the user can automatically reset this option by restarting Microsoft Outlook 2007 or by specifying a reset date/time period.

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