Have you ever wished or wondered if there was a way to respond to email given certain parameters with an automatic reply, often referred to as an auto reply or autoresponder, using Outlook? Here we show you how to create one, using an Outlook template combined with a Rule to make it go. Rules are described in a previous blog: http://bit.ly/1GZpfY2 You may want to review this blog before you start creating the Rule described later in this blog.
Presume that whenever I receive an email notifying me of a certain event, containing certain keywords, or perhaps from a certain person or url (clickety-quick.com, for example), I want a rule to reply using my autoresponder which in Outlook parlance is an Outlook template.
First you'll create an email exactly like you always do. We're using Outlook 2013 for these steps but they'll work equally well with earlier versions of Outlook. Bulleted items are the actions you must perform.
Create the Automatic Reply Message
Now you'll type the reply that you want to send out automatically. I won't bore you with my contents, but the next step is essential.
Once you change the file type to Outlook Template, the folder in which it is stored will change to the templates folder for Outlook and the subject line of your message is the default file name, which in my case is way too long, so I'll change that too. The templates folder seems to change with each version of Outlook, so you may want to note the path to yours for future reference (or google it when the need arises).
You may be asked if you'd like to save the email as a draft, we'll leave that up to you. I'm not going to save a draft, but there are steps to reopen the template to take another look to reassure yourself it's really there.
The Choose Form dialog appears.
Now, you should see your template which uses the extension .oft which means Outlook File Template.
Next, we need to create the Rule which, as stated earlier, is already described in a previous blog: http://bit.ly/1GZpfY2 However, I will take you to the point where you identify the outlook template to be used with the pertinent (but not all) screenshots.
Create the Rule
I bypassed the condition(s) step here to save time, but be aware that if you don't define these parameters you will be warned that this rule will apply to all messages.
The Select a Reply Template dialog opens.
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Chippewas of Rama First Nation
The majority of my computer training focused on Publisher. I have received positive comments and feedback from several of my colleagues on the changes between my first attempt and current expertise creating the monthly internal newsletter for my department. They enjoy the updated format and the way in which the information is presented.
Deborah assisted me through a learning curve, as I had not previously had any exposure to this program prior to joining Rama. She also provided me with a refresher course on PowerPoint and Excel. Deborah is a patient teacher and tailored the training to suit my job requirements.