Ready Reference 120408 Creating an Outlook Auto-Response Rule for Departmental Accounts Introduction This document contains instructions on how to create a rule from a departmental account in order to send out an auto-response to anyone who sends an email to that departmental account. It also includes steps on how to set up an Outlook profile for the departmental account, which you need to do before creating the rule. Note: These instructions are for Outlook 2007 and you must be a designated owner of the departmental account with full mailbox rights to be able to perform these steps. Adding an Outlook profile for the departmental account Before setting up the Outlook profile for the departmental account, make sure your Outlook client is closed. click Start and select Control Panel The Control Panel window displays. Note: If your Control Panel window looks different from the screenshot above, you are probably in Category View. You can switch to Classic View by clicking the Switch to Classic View link on the left side of the window. double-click Mail icon
The Mail Setup Outlook dialog box displays. click Show Profiles button The Mail dialog box displays with your existing profiles. click Add button The New Profile dialog box displays. type name for your new departmental account profile (e.g., User Services) click OK - 2 -
The Add New E-mail Account Auto Account Setup dialog box displays. check next to Manually configure server settings or additional server types click Next The Add New E-mail Account Choose E-mail Service dialog box displays. select Microsoft Exchange click Next The Add New E-mail Account Microsoft Exchange Settings dialog box displays. - 3 -
type email2.pace.edu in the Microsoft Exchange server field type exact name of the departmental account in the User Name field click Check Name button to validate the name of the account Once the account name is validated, it will be underlined. click Next and then click Finish The Mail dialog box displays with the new account profile added (e.g.: User Services). click Prompt for a profile to be used click Apply and click OK click to close Control Panel The next time you launch your Outlook client, you will be prompted to choose which profile you want to open. launch your Outlook client The Choose Profile dialog box displays. click next to Profile Name select the departmental account name from the drop-down menu Note: If you want to open your own profile, choose the one labeled Outlook. - 4 -
click OK The departmental account profile opens. Creating a rule from a departmental account to send out an Auto-Response The following steps assume that you already have the departmental account profile open. click Tools and select Rules and Alerts - 5 -
The Rules and Alerts Wizard displays. click New Rule Under Start from a blank rule section in Step 1: Select a template: select Check messages when they arrive and click Next - 6 -
Under Step 1: Select condition(s): check next to sent to people or distribution list Under Step 2: Edit the rule description (click an underlined value): click the link for people or distribution list The Rule Address (Global Address List) dialog box displays. type name of the departmental account (e.g.: User Services) in the Search field select the departmental account in the results list to highlight it click button at the bottom to insert it in the To field click OK - 7 -
The selected departmental account name displays under Step 2. click Next Under Step 1: Select action(s): check next to have server reply using a specific message Under Step 2: Edit the rule description (click an underlined value): click the link for a specific message - 8 -
The Untitled Message window displays. click Options tab click Show From in the Fields group Note: The From line will appear on your new message screen (These steps only have to be done once. The next time you want to send a message, the From line will appear automatically.) click From select the departmental account through the Global Address Book Note: The account must be selected from the global address book. If the account is typed in the From field, you will be unable to send mail from account. You can only send e-mail from accounts that you have been granted access to by Exchange administrators (i.e., DoIT). You cannot send mail from an e-mail account that you have been given access to by other users. compose the e-mail as normal - 9 -
click Message tab click Save and Close The Rules Wizard dialog box displays. click Next Note: At this point, you can click any desired exceptions to this rule and add any required additional information. - 10 -
click Next Under Step 1: Specify a name for this rule: type name for your rule (e.g., Auto Response) Under Step 2: Setup rule options: check next to Turn on this rule - 11 -
click Finish click Apply and click OK Editing an existing rule click Tools and select Rules and Alerts The Rules and Alerts dialog box displays. select the rule to be edited and click Change Rule The Change rule submenu displays. - 12 -
click Edit Rule Settings The Rules Wizard dialog box appears with the existing settings for your selected rule. make your desired changes and click Finish click Apply and click OK Deleting an existing rule click Tools and select Rules and Alerts The Rules and Alerts dialog box displays. select the rule to be deleted and click Delete - 13 -
click Yes click Apply and click OK - 14 -