Who as a means of contact with suppliers and customers of a companythey usually find it necessary to answer similar questions on a fairly regular basis, so it is necessary to have a tool that optimizes this process.
In this senseOutlook gives the user the ability to create, manage, and use automatic response templates that will allow you to interact with your email contacts much more efficiently and easily.
In the next few paragraphs, you will learn step by step how to use this functionhow to create the templates on any of your devices, even other useful tricks to optimize your productivity when using outlook.
What is an auto reply template in Outlook?
the automatic response is a feature that you can enable for a while to reply to incoming messages that arrive when, for example, you are out of working hours or you are not available at the moment.
It is a function in which you can create a personalized message that will be sent automatically to senders of the emails that arrive in your inbox, when the function is activated. This tool is not used in the personal sphere, since there is not really a reason. In the labor field, however, it is widely used to maintain contact with customers and suppliers, and keep them informed of opening hours.
Learn how to create quick response templates in Outlook
The procedure for activating and editing this setting is really easyand it is possible to do it from any of your devices, so you would not have to worry about interrupting communication with your contacts.
Go for it:
From the phone
This process is quite direct when done from the mobile app, since it only requires activating the function and defining the response text.
To do this, all you have to do is follow the process described below:
- open the app of outlook.
- click About you profile picture.
- Choose the gear icon located in the lower left corner.
- Choose an Outlook account. You can do this from the list of accounts that you will see at the top of the settings screen
- enable the option “Automatic responses”.
- If desired, select the box “Respond for a period of time” and defines the time range (date and time) in which the automatic responses will be sent.
- enter the text with which the responses will be sent.
- Click the button “Confirm”, which you will see in the upper right corner.
The mobile app is just one more method from which you can activate this function, but once it is working, All emails that arrive during the function’s activity period will be answered automatically.
From the computer
Unlike many other more complex features, which require access to Microsoft settings, this tool only requires a simple adjustment from the Outlook mail settings.
The procedure to activate the automatic responses function is as follows:
- From the inbox, Select the gear-shaped icon.
- Click on “View all Outlook settings.”
- In section “Mail” choose the last option, labeled as “Automatic responses”.
- Activate the feature by clicking the switch, labeled “Enable automatic responses.”
- define time for which they will be active.
- Enter the reply message that will be sent
- Select the button “Save”.
Through Outlook web appyou will be able to quickly access the automatic response settings and keep them active for as long as necessary, according to the applied settings.
Other actions to improve the productivity of your email account
As a user, you have a variety of options and tools within Outlook What can you use to improve your job performance? and make the use of this mail service more productive.
These actions are really simple adjustments and modifications, which can be applied from different points of the platform and affect different processes, making them more direct:
create label
mailing labels, also known as categoriesare used to mark and separate emails according to different criteria, each email can be assigned to multiple categories, so it can work to create something similar to specific folders for messages.
To create and apply the labels, you just have to follow the steps described below:
- Log in with your user credentials outlook.
- choose a message from any folder in your tray.
- Choose on the visible arrow next to the label “Categorize”.
- click in option “New category” in the drop down menu.
- enter the name of the new tag.
- Assign a color from the available list, and then click “Save”.
configure the filters
The outlook web portal provides a search bar with access to fairly precise filterswhich have a wide variety of criteria that you can use to locate emails more easily.
To access this configuration, you just have to follow these steps:
- .
- click on the search bar.
- Selection to the arrow that you will see on the right side of it to open the filter criteria.
- fill in each space necessary with the data you want to place inside the inbox. These can be sender, subject, delivery date and keywords.
- click in “Search”.
Once the filter is applied, messages that include the data specified in it will be visible at the top of the inbox, giving the user easier access to each of these.
Create custom rules
mail rules they work as permanent filters that modify the behavior of incoming emails. It is one of the best features that Outlook has when it comes to email management.
Basically, it gives you the option of defining parameters through which incoming emails will be chosen to be the object of a specific action, which will be chosen by the user through the following procedure:
- From your inbox, click on the gear icon, located in the top bar.
- Choose “View all Outlook settings.”
- In the section “Mail”you must click on the section “Rules”.
- Select the button “+ Add new rule”.
- defines a name for the rule.
- Select the condition under which this filter will be applied.
- The next step is to open the dropdown menu in “Add an action”.
- Specify what will be done with emails that meet the condition.
- Choose the button “Save”.
Synchronize with the calendar
the outlook calendar is a powerful time organization tool, in which you can schedule any pending that we must carry out at some future date. It does this by sending notifications for the reminders you set up.
From the Outlook web, access to the calendar is visible from the left sidebar, and will give you the option to create events through the following procedure:
- Click on the calendar icon.
- When the monthly calendar is displayed, Select the day you want to schedule an event.
- Enter the event specifications, such as title, time, location and duration, for example.
- Click on “Save”.
You can use the calendar from the web application, and these events will be automatically synced with the Outlook mobile app calendar, sending a reminder of the event, regardless of where you are.
Computer the emails automatically
Keeping your inbox tidy is one of the main actions you should take to ensure maximum performance. The Outlook web app gives you a wide variety of criteria by which to organize your inbox.
The procedure to order the inbox is as follows:
- Log in to your Outlook account in the web.
- In the inboxclick “Filter”.
- In the dropdown menuselect the option “Organize”.
- Select the order that you want to apply to incoming emails.
When selecting the order, the inbox will update automatically, thus ordering the messages to fit the selected parameters.
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