Setting up a client-side rule to automatically reply to received emails is very easy in Outlook.
- First of all, we need to create a reply template. Open a new email message as normal and fill it out as you want your reply email to look.
- Now save this as a template by choosing File->Save As on the email and selecting to Save as type: “Outlook Template”
- This will save the template into the default Outlook template folder. Just remember the name of the template file you have created. You can now close your email and you don’t need to save it as a draft, you already have your template.
- Now go back to your main Outlook window. Start to create an email rule as normal by going to Home->Rules->Manage Rules and Alerts
- Click on “New Rule”
- Under “Start from a blank Rule” select “Apply rule to messages I receive” and hit Next
- Choose your criteria (emails from a specific person or with a specific subject, for example) and hit Next
- For the action select “Reply using a specific template”
- Now in the Step 2 section click on “a specific template”
- Choose “User Templates in System” from the Look in dropdown
- Now choose the email reply template you created right at the start and click Open
- You should now return to the rules wizard and see your template has been populated in the Step 2 section. Hit Next
- Add any exceptions you want and hit Next
- Finally name the rule and Hit Finish
You have now created a rule that will automatically reply to specific received emails straight away with the text you want.
In our next post we’ll be looking at ways to delay your email reply. After that we’ll look at ways to personalise the reply.