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Creating Out of Office Reply or Vacation Message:

To create a vacation rule

  1. Click Tools > Rules > New.

  2. Type a name in the Rule Name box, such as Vacation Rule.

  3. Click the When Event Is pop-up list > click New Item.

  4. Next to And Items Are, select Received. Make sure no other item source is selected.

  5. Do not make any selections under Item Types.

  6. Use Define Conditions to add specific information to your rule. The following are examples of using Define Conditions.

  • If you want to set up the dates during which the rule is in effect. Click Define Conditions > click Delivered in the first drop-down list > click On or After Date in the second drop-down list > in the date field, select the date you are leaving on vacation. Click the End pop-up list > click And. On the new line, click Delivered in the first drop-down list > click On or Before Date in the second drop-down list > in the date field, select the date you are returning from vacation > click OK.

  • If you want to make sure you reply only to items that are sent specifically  to you (and not to list servers or newsgroups). Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click To in the first drop-down list > click [ ] Contains in the second drop-down list > in the next field,  type your name as it displays in the To field of a mail message.

  • If you want to make sure that you do not reply to items from yourself (possible through delayed delivery). Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click From in the first pop-up list > click [x] Does Not Contain in the second drop-down list > in the next field, type your name as it displays in the From field of a mail message > click OK.

  • If you want to reply to internal items only. Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click From in the first drop-down list > click [x] Does Not Contain in the second drop-down list > in the next field, type @ > click OK.

  1. Under Then Actions Are, click Add Action > Reply.

The Reply dialog box is displayed, showing Reply to Sender selected (you cannot select Reply to All). If you want your reply to include the sender's original message, select Include Message Received From Sender. Click OK.

  1. Type a message, for example:

I will be out of the office from September 3-September 10. If you need assistance during this time, please contact Martha Robbins at extension 1234.

  1. Click OK.

  2. Click Save > verify that the rule has a check mark next to it, indicating that it is enabled > Click Close.

Rules that trigger a reply (such as this vacation rule) keep a record of who a reply has been sent to, and make sure that a reply is sent only once to that user.