Outlook 2016 allows the user to create automatic responses to emails simply and quickly. The function promises to be useful for many occasions, such as vacations, work leave or changes to the e-mail address. This way, your contacts will be aware of your unavailability to respond to their messages. The auto responder will work even for email accounts configured with MS Outlook, so if you have hooked up your Roadrunner webmail with Outlook, even then you can send automatic replies to the senders whose emails arrive in the inbox of your RR email.
Automatic messaging can be applied simultaneously to all Outlook 2016 accounts. However, the application must be open for messages to be sent. That is, always try to connect your computer and keep the Microsoft program among the system boot items.
Create a message template
Step 1: On the Outlook home screen, tap on the “New Email” button.
Step 2: In the window that opens, enter the message that you want your contacts to receive when sending an email. For example, a statement that you are on vacation and couldn’t respond at the moment.
Step 3: While being in the message window, tap the “File” option and choose the “Save as” tab.
Step 4. In the window that appears, click the “Type” box and choose the “Outlook Template” option.
Step 5: Enter the name for the file, and then tap the save option.
Step 6: Close the new message window. A dialog box will appear asking if you want to save as a draft. However, this is not necessary since the message is already saved as a template.
Ready! Now you just have to set up an auto-reply rule in Outlook. Here’s how.
Configuring Auto Reply
Step 1: On the Outlook home screen, click the “Rules” button located on the “Home” tab. Then choose “Manage rules and alerts”.
Step 2: A window will open. If you have more than one synchronized account in Outlook, tap on the “Apply changes to this folder” option and select the desired account.
Step 3: Click the “New Rule” button.
Step 4: In the options box, select “Apply rules on messages I receive” and tap ” Next ”.
Step 5: If you are leaving for a certain time, you can define a specific time window for the rule to be active. To do this, check the option “received at a specific time interval”. Then tap on the blue part of the rule description in the “Step 2” window.
Step 6: A box will appear with the start and end date of the rule. Check the options you want and enter the day for the rule to begin and end. Click ” OK ” and then ” Next ”.
Step 7: On the next screen, check the “reply using a specific template” option. Then tap on the highlighted term in the “Step 2” box.
Step 8: A new window will open. Click the “Browse” option and choose “User templates in the file system.
Step 9: Notice if the previously created template will be listed in the window. If yes, select and click “Open.” Then click ” Next ”.
Step 10: On the fourth rules screen, you can set exceptions for the automatic absence response. If you want the rule to work for any email, tap ” Next ”.
Step 11: Enter a name for the rule. Then check whether you want to immediately apply the rule and whether you want to create them in all Outlook accounts. Click ” Finish ”.
Step 12: Click on ” Apply ” and ” OK ” to finish.
Step 13: When you receive a message, Outlook will automatically send a reply to the sender. In addition, the email will appear in the inbox with an icon indicating the sending of the auto responder.
Ready! Now you know how to create automatic email replies in Outlook. When you want to disable it, simply open rule management and delete the option created in this tutorial.