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The Out of Office Assistant is a feature available in Microsoft Exchange Server e-mail accounts. If you use
an Exchange e-mail account, you can choose to have the Out of Office Assistant automatically notify people
who send you an e-mail message that you are unavailable. The Out of Office Assistant is unavailable in
Outlook profiles (Outlook e-mail profile: A profile is what Outlook uses to remember the e-mail accounts and
the settings that tell Outlook where your e-mail is stored.) without an Exchange e-mail account.
If your profile doesn't include an Exchange e-mail account, you can combine an Outlook e-mail template
with Outlook rules to simulate the functionality of the Out of Office Assistant. By using this combination, you
can use your POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-
mail server.) or IMAP (IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as
POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You
can read message headers only and select which messages to download.) e-mail account to send
How?
2. On the Mail Format tab, under Message format, make sure that the Use Microsoft
Office Word 2003 to edit e-mail messages check box is not selected. The built-in Outlook e-
Note If you are using Outlook 2002, make sure that the Use Word to edit e-mail messages
2. On the File menu, point to New, and then click Mail Message.
3. In the message window, on the Format menu, click Plain Text.
Note: Using HTML or Rich Text format messages might cause problems when sending to recipients
When the warning prompt appears, alerting you that you are removing all current formatting, click
Yes.
4. In the message body, type what you want to be sent as your automated reply.
6. In the Save As dialog box, in the Save As Type list, click Outlook Template.
7. In the File Name box, type a name for your reply template, and then click Save.
Outlook 2003
3. Click Start from a blank rule, click Check messages when they arrive, and then click Next.
4. Under Which condition(s) do you want to check?, select the Sent Only To Me check box
and any other criteria that you want, and then click Next.
5. Under What do you want to do with the message?, select the Reply using a specific
6. Under Step 2: Edit the rule description (click an underlined value), click a specific
template.
7. In the Select a Reply Template dialog box, in the Look In box, click User Templates in File
System. Select the template that you created in the previous section, and then click Open.
8. Click Next.
9. Optionally, select the check boxes for any exceptions to the auto-reply rule.
11. Under Step 1: Specify a name for this rule, type a name for the auto-reply rule, and then click
Finish.
Outlook 2002
3. Under Which type of rule do you want to create?, click Start from a blank rule, click Check
4. Under Which condition(s) do you want to check?, select the Sent Only To Me check box
and any other criteria that you want, and then click Next.
5. Under What do you want to do with the message?, select the Reply using a specific
7. In the Select a Reply Template dialog box, click the template that you created in the previous
The Rules Wizard rule reply using a specific template sends the automated reply once to each sender
during a session. This rule prevents Outlook from sending repetitive replies to a sender from whom you
receive multiple messages. During a session, Outlook keeps track of the list of users to whom it has
responded. If you exit and restart Outlook, the list of which senders have received automated replies is
reset.
Note : Outlook must be running for the Rules Wizard to automatically reply and Outlook must be configured