Creating A Mail Rule Auto Reply In Outlook

The below steps will allow you to create a mail rule that auto replies with a custom message to anyone sending email to your specified inbox.

  1. Sign on to windows with the account that you want to apply the mail rule to (eg your generic or group account).
  2. From the Home ribbon select the "Rules" option then "Manage Rules & Alerts".

  3. Select "New Rule" to open the Rules Wizard window.

  4. Under the heading 'Start from a blank rule': highlight the option "Apply rule on messages I receive" then click NEXT.

  5. At the next window put a tick in the box next to the option "where my name is in the TO or CC box" and then click NEXT.


  6. At the next window put a tick in the box next to the option "have server reply using a specific message" (but don't click next just yet).


  7. At the bottom of the same window you will see the rule description editing window.  In this window CLICK directly on the blue text "a specific message".


  8. The window that opens is where you will create the reply email that goes back to anyone sending emails to your inbox (you can include permanent CC recipients here if you wish).


  9. Once finished close the window normally via the top right hand "X" and click "YES" to saving your changes.


  10. Now you can click NEXT to get to the next screen.
  11. At the next window put a tick in the box next to the option "except if from people or public group"(but don't click next just yet).


  12. At the bottom of the same window in the rule description editing window CLICK directly on the blue text "people or public group".


  13. The window that opens will be the address book, you can select people here that will not receive the auto-replies from your inbox.


  14. When you have finished adding address to be excluded click NEXT to get to the final screen.  Here you will specify a name for your rule - use whatever description works for you.  Ensure there is a tick in the box "Turn on this rule".


  15. You are finished.  Click the FINISH button to activate your new rule.