Microsoft Outlook Guide: Automatic Reply on Receipt

Automatic Reply on Receipt in Outlook 2003

Whatever interval you choose, it’s just common courtesy to let your customer know these two things, as soon as you receive the mail:

That the e-mail has reached you.
When she can expect an answer.

Outlook™ has a function in place that can help you do this! But first, we have to write a reply template to send.

Writing a reply

Time to write!

So, start up Outlook™ and we’re all set to go!

Welcome back. Oh, you have to take care of a couple of incoming customer mail first? No problem. I understand. Customers have priority. I’ll wait until you’re ready.

Writing the reply to be sent couldn’t be easier. Just start out to write a new e-mail, just as you normally would. (I won’t explain that here). But leave all address fields empty, as well as the subject. On reply, these fields are filled automatically, so we don’t need to fill them now.

Next, type a reply message. Remember, you want to tell that you have received the mail, and by when she can expect an answer. It could be something like this (just a short example, make it to fit your needs).

Hi,

Thanks for taking the time to contact me. I really appreciate it.

Just wanted to let you know that your message has reached me safe and sound. I usually answer my mail twice a day, so expect an answer within the next 12 hours.

All the best,

Erwin Steneker
www.customerservicepoint.com

Remember to write with your customer in mind. This tone of voice may be all wrong for your particular type of client. Also, if you have some helpful pages that may help your customer along, why not add them in a P.S. Sometimes you can help the customer help himself!

Now for saving the template. Select File in the menu, and then Save as… In the file dialog box, enter a name to save, for example support reply.

Next, under Save as type, select Outlook template (*.oft). Note: this will automatically change the directory to Outlook’s standard Template directory. Great! This is a good place to save the reply. Click on the Save button.

OK, we’re all set for the next step…

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Additional Microsoft Outlook 2003 Guide Sections

CHAPTER 1 Let Microsoft Outlook help you manage your e-mail efficiently! (BACK)
I wrote this guide to show you how to make full use of Microsoft Outlook 2003. The tool has so much functions to let you and your business shine, it's a shame they're not used more often.

» SECTION 2.1 Setting up an Automatic Reply rule (NEXT)
In this practical guide I assume that you have set up a specific mailbox for support requests, called something like support, and that Outlook™ is able to receive e-mails sent to that mailbox.

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