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4. Use the End Time drop-down list to specify the date and time you will return to the of ce.
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5. Click in the Inside My Organization box, and then type your Out Of Of ce reply. If you want to enhance your message, use fonts and other options from the formatting tools on the Out Of Of ce toolbar. 6. Click the Outside My Organization tab, and then specify the message you want sent to people outside your organization. 7. When you are satis ed with the message(s), click OK.
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If you want to turn off Out Of Of ce replies, choose Out Of Of ce Assistant on the Tools menu, click the Do Not Send Out Of Of ce Auto-Replies option, and then click OK.
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Creating Custom Out Of Of ce Rules
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With the Out Of Of ce Assistant, you can create custom rules to use in addition to the basic automatic reply. To create a custom rule, open the Out Of Of ce Assistant, click Rules, and then click Add Rule to display the Edit Rule dialog box, shown in Figure 13-3.
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Figure 13-3. You can create custom rules to use with the Out Of Of ce Assistant.
The options in the Edit Rule dialog box are straightforward, particularly if you re experienced at creating rules. Specify the conditions that the incoming messages should meet, and then specify the action that Exchange Server should perform if a message meets those conditions.
Creating Automatic Responses with Custom Rules
If you need more help creating and using rules, see 11, Processing Messages Automatically.
When you de ne the conditions, keep in mind that the Out Of Of ce Assistant conditions can be met by either full or partial matches. For example, you could type yce in the Sent To box, and the rule would apply if the address contained Joyce, Boyce, or Cayce. If you want the condition to be met only if the full string is found, enclose the text in quotation marks for example, type yce .
Creating Automatic Responses with Custom Rules
The Out Of Of ce Assistant is great for generating automatic replies to messages that arrive in your Inbox when you re out of the of ce. However, the Out Of Of ce Assistant sends an Out Of Of ce response only the rst time a message arrives from a given sender. Subsequent messages go into the Inbox without generating an automatic response. In some cases, you might want Outlook 2007 to generate automatic replies to messages at any time or for other types of accounts that do not use Exchange Server. Perhaps you ve set up an Internet e-mail account to take inquiries about a product or service you re selling. You can create a rule to automatically send a speci c reply to messages that come in to that account. Or you might want people to be able to request information about speci c products or topics by sending a message containing a certain keyword in the subject line. In that case, you can create a rule to generate a reply based on the subject of the message.
Note
In Web jargon, applications or rules that create automatic responses are often called autoresponders.
You create automatic responses such as these not by using the Out Of Of ce Assistant, but by creating custom Outlook 2007 rules with the Rules Wizard. As with other rules, you specify conditions that incoming messages must meet to receive a speci c reply. For example, you might specify that an incoming message must contain the text Framistats in its subject to generate a reply that provides pricing on your line of goldplated framistats.
Note
You aren t limited to specifying conditions only for the subject of an incoming message. You can use any of the criteria supported by the Outlook 2007 rules to specify the conditions for an automatic response.
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Automatically Responding to Messages
Setting Up the Reply
When you use a custom rule to create an automatic response, you don t de ne the reply text in the rule. Rather, you have two options: specifying a template on your local computer or setting up a speci c message on the server. If you opt to use a template on your local computer, you create the message in Outlook 2007 and save it as a template le. Follow these steps to create the template: 1. Begin a new message, and then enter the subject and body but leave the address boxes blank.
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