Use Rules to Send Emails From Templates Automatically
You can use rules to send messages from your templates automatically. Unless you are on Exchange Server, Outlook must be running in order for these custom, automatic replies to be sent.
Making a custom rule is straigtforward, thanks to the Rules Wizard.
Go to the Home tab and click on Rules in the Move group. Select Manage Rules and Alerts and click on New Rule. Select Apply Rule on Messages I Receive under Start From a Blank Rule and click Next.
Choose any of the conditions you wish to apply, such as Specific Words in the Subject or From People or Public Group. In the Edit the Rule Description section, click on the hyperlink associated with each condition to add your specificatins, such as the words in the subject or the names in the From line that you want to spur the reply. Click Next.
Select the Reply Using a Specific Template check box. Click on A Specific Template in the Edit the Rule Description section. Select User Templates in File System in the Look In drop down list and click on the message template you want to use. Click Open.
Click Next. Select any additional exceptions you wish to add and set them up accordingly. For instance, if you can avoid sending the response to specific people even if they send you an email meeting the specifications of your rule.
Click Next. Enter a name for the rule and select Turn on This Rule. You can also choose to run the rule on current messages and create it on all of your email accounts, if you have more than one. Click Finish and close the Rules and Alerts dialog box.
Now that you have done the bulk of the work in advance, you can sit back and let Outlook do the rest.