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how to set up Outlook out of office auto reply to external senders only

Posted on 2001-08-20
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Last Modified: 2008-03-17
Can I set auto out of office reply to send the auto reply to external sender after hours only?

I need to turn the out of ffice auto reply on when I leave the office.  the problem is that I don't want to send auto reply to the internal mail senders.  Can I do this in Outlook?  Can I set something up so that auto replay only sends the out office emails to external senders only.  

Anybody knows how?  

Many thanks in advance,

Frankf
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Question by:frankf
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ture earned 50 total points
ID: 6409212
Frankf,

I'm using Outloook 2002 (XP), but it should work in a similar way on your version of Outlook. In the instructions below, replace "turedata" with a text that identifies internal mail addresses.

First, create the Out-of-office message:

1. File - New - Mail message
2. Enter a subject "Out of office Autoreply"
3. Enter message text "I'm out of the office and will reply when I get back"
4. File - Save As...
   Save as Type: Outlook Template
   File name: OutOfOffice.oft
5. Click "Save"
6. Close the message, answer "No" to the "Save Changes?" question.

Secondly, create a rule that sends this message to everyone except senders with "turedata" in their mail address:

1. Tools - Rules wizard
2. Click "New"
3. Select "Start from a blank rule"
   Select "Check messages as they arrive"
   Click "Next"
4. On the next screen, click "Next"
   Accept that the rule will be applied to all messages as they arrive.
5. Check "Reply using a specific template"
6. Click on the words "specific template" in the "rule description" area
7. Look in: User Templates in File System
   Click on the "OutOfOffice" template
   Click "Open"
8. Click "Next" to move on to next screen
9. Select "except with specific words in the sender's address"
10. Click on the words "specific words" in the "rule description" area
11. Type "turedata" (without the quotes),
    Click "Add"
    Click "OK"
12. Click "Next" to move on to last screen
13. Enter "Out of office" as the name for this rule
    Make sure that "turn on this rule" is checked
    Clicke "Finish"


Your rule is now created and working. To turn it on or off, simply check or uncheck its box under Tools - Rules wizard.

Ture Magnusson
Karlstad, Sweden
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Author Comment

by:frankf
ID: 6411599
True,

Thank you very much,

Frank
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