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1 Creating an Automatic Reply in Outlook 2010 ify Staff Email and Calendaring UN

2 CREATING AN AUTOMATI 010 C REPLY IN OUTLOOK 2 You can set up Microsoft Outlook 2010 to automatically respond to people who send you an email message. This helps inform people that you aren’t in the office or that your response might be delayed. Automatic Replies can include details, such as alternate contact information. Option 1 ) or only to incoming emails that fit a set of Automatic replies can be sent to all incoming emails ( s you create rule Option 2 ). ( OPTION 1 REPLY TO ALL INCOMIN G EMAILS – AUTOMATIC Click the File tab. 1. 2. Click Info . Click . Automatic Replies 3. 4. Select Send automatic replies . You can select the Only send during this time range check box to schedule when your out of office replies are active. If you don’t specify a start and end time, auto -replies are sent until you select the Do not send automatic replies ch eck box. tab, On the 5. Inside My Organization type the response that you want to send to members of University staff while you are out of the office. www.newcastle.edu.au/17000 1 Page 20 June 2013

3 6. On the Outside My Organization tab, select the Auto -reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want My contacts only replies sent to or to Anyone outside my organization who sends you messages. 7. Click OK USING RULES OPTION 2 –AUTOMATIC REPLIES TO EMAILS A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules Rules don’t operate on messages that have been read, only on those that are unread. Wizard. Using the following rule, automatic replies will only be sent to messages if:  they are address directly to you (ie. in the To field, not CC or BC ) they are delivered between the dates specified   they are received from within the University domain ‘@newcastle.edu.au’ (You can add other names domains if you like such as ‘@uon.edu.au’) 1. Click the File tab. 2. Click Info . Click Manage Rules & Alerts . 3. www.newcastle.edu.au/17000 2 Page 20 June 2013

4 tab, click 4. dialog box, on the E -mail Rules Rules and Alerts New Rule . In the Under Start from a blank rule , click 5. Apply rule on messages I either receive . Next Click . 6. 7. Select the condition where my name . is in the To box Next. Click 8. www.newcastle.edu.au/17000 3 Page 20 June 2013

5 In the same list of conditions, scroll down and select with specific words in the sender ’s address . 9. specific words 10. In the bottom pane of the same window, click the link and enter the text @newcastle.edu.au . Click the Add button to add additional specific words. For example, if you would like to auto reply to emails from University of Newcastle students, enter the text @uon.edu.au . . Click OK 11. 12. In the same list of conditions, scroll and select received in a specific date span . 13. In the bottom pane, click in a specific date span and set After and Before dates. 14. Click OK . . Click 15. Next www.newcastle.edu.au/17000 4 Page 20 June 2013

6 Select the action have server reply using a specific message . 16. Click the 17. specific message link and type your reply. 18. Click Save & Close . reply using a specific template , Note: Do not use as this rule will only work while your Outlook is open. Click Next . Skip the Are there any exceptions ? 19. box and click Next again. 20. Type in a name for your rule, and click Finish . dialog box, select or clear the check Automatic Reply Rules To turn Automatic Replies rules on or off, in the box of the rule that you want to turn on or off. website. For more information about managing email messages by using rules, visit the Outlook Help www.newcastle.edu.au/17000 5 Page 20 June 2013

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