How to setup and use custom multiple Automatic Reply templates

Setting up different auto-reply rules for different email senders is easy. You can set up a custom automatic reply template in Outlook by following this tutorial. For this, you must use the Outlook desktop client on your computer.

Send different responses to different people

It is easy to set up automatic replies in Outlook. However, the challenge is when you want to send different responses to different people at the same time. The guide below will show you how to send the same message to everyone that meets the filter criteria. If you want to use a custom Automatic Reply template, follow this guide.

How to create an Auto Reply template in Outlook

To create an automatic reply template in Outlook that will send different responses to different people, follow these steps:

Open Outlook on your computer.
Click on the New Email
Compose a new email without entering the recipient’s email address.
Click on File > Save As.
Select Outlook Template (*.oft)from Save as type.
Enter a name.
Click the Save

Open the Outlook application on your computer. Click on the “New Email” button in the top left corner. Start composing a new email. Enter the subject line and body of the email. Click on the “File” option. Select “Save As” on the next page.

It will open a popup window. Expand the ‘Save as type’ drop-down list and select ‘Outlook Template (*.oft)’. Enter a name and click the ‘Save’ button.

It will save the template. Now you can close or discard the New Email window.

How to use custom Automatic Reply template in Outlook

To use a custom Automatic Reply template in Outlook, follow these steps-

Open Outlook on your computer.
Click on File > Manage Rules & Alerts.
Click on New Rule.
Select Apply rule on messages | receive and click the Next
Select the email condition and click on Next.
Select reply using a specific template in the action window.
Click on a specific template link and select your template.
Click on Next and select exceptions.
Click the Finish

If you want to know more about these steps, keep reading.

First, open Outlook on your computer and go to File > Manage Rules & Alerts.

It will open a popup window. Click on the New Rule option in the Email Rules tab.

On the next window, select Apply rule on messages | receive and click the Next button.

After that, you will have to select a condition. If you want to send an automatic reply to some specific people, make a tick in the from people or public group checkbox.

Next, click on people or public groups in the Step 2 box and select the contact list. Once done, click on the Next button. On the next window, choose the reply using a specific template option.

Next, you will need to select the template you created earlier. To do this, click on the specific template link and select the template from the drop-down menu. Then, click the Next button.

Now you can select some exceptions if you want. For example, if you only want to send an automatic reply to certain people when specific words are in the email body. Finally, click on the Finish button.

After you create your Automatic Reply template, it will be ready to work. If you want to delete the template, go to the same Manage Rules & Alerts window and remove the rule.