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Original KB number: 311107
The Out of Office Assistant feature in Microsoft Outlook is a Microsoft Exchange Server service. It is available only when the Exchange Server transport service is included in an Outlook user's profile. You can emulate this feature by creating an e-mail template and defining a rule in the Rules Wizard to automatically reply with the template.
Define an automatic reply template
Use the following steps:
- Select New E-Mail on the Ribbon.
- On the Format Text tab, select Plain Text.
- Type the information that you want to have in your reply message.
- Select File on the Ribbon, and then select Save As.
- In the Save As dialog box, select Outlook Template in the Save as type list.
- Type a name for your reply template in the File name box, and then select Save.
Define a rule to send an automatic reply
Use the following steps:
- Select the File tab in the Ribbon, and then select the Info tab on the menu.
- Select Manage Rules & Alerts, and then select the New Rule button on the E-mail Rules tab.
- In the Rules Wizard under Start from a blank rule, select Apply rule on messages I receive, and then select Next.
- Under Which condition(s) do you want to check, select the sent only to me check box or any other check box that you want, and then select Next.
- Under What do you want to do with the message, select the reply using a specific template check box.
- Under Step 2: Edit the Rule Description, select the underlined phrase a specific template.
- In the Select A Reply Template dialog box, select the reply template that you saved in step 6 of Define an automatic reply template section, and then select Open.
- Complete the Rules Wizard instructions, select Finish, and then select OK.
The reply using a specific template rule in the Rules Wizard is designed to send the reply only one time to each sender during a session. This prevents Outlook from sending repetitive replies to a sender from whom you receive multiple messages.
Outlook must be running for the Rules Wizard to send a reply automatically. During a session, Outlook remembers the list of users to whom it has responded. When you restart Outlook, this list is deleted and the rule is reset to start again for each sender.