Response Mailer Tutorial - Setup an autoreply message (like vacation
notice)
Autoreply Outline
This tutorial walks you through the steps to setup Response Mailer
to automatically reply to incoming messages while you are out of the office.
Step 1: Create a new Autoreply
Choose option “New Autoreply” from the “File” menu
Step 2: Add Autoreply
The following screen will be displayed.
Choose “Create an Auto reply using normal view" and click on
the “Create” button.
Step 3: Setting General Autoreply Information
The following screen will be displayed.
The first step for creating the autoreply is specifying the email server
to use.
The following are the parameters inside this screen:
- Title – enter Out of office message
- Description – enter Department head meeting in Hawaii
- Mail account – use the pull down menu to choose the mail server
that will be used for sending this auto reply or choose option “Add
E-Mail Account” to create a new E-Mail
Account.
 - icon
for viewing or changing the settings of the selected mail server.
After entering the information click on the “Next” button to
move onto the next screen.
Step 4: Setting Incoming Message Filters
The following screen will be displayed.
This screen will allow us to set the incoming message filter. In this
case we want to setup a filter that will match all email messages that
come to our mailbox.
Step 5: Message Filter Menu Button
Click the arrow on the “New” button and select “Incoming
Message Fillter” to display the following screen.
Step 6: Incoming Message Filter
The following screen will be displayed.
The second step in creating an auto reply is setting the incoming message
filters. This is the screen for setting the conditions an incoming message
must meet in order to be processed by ResponseMailer.
These conditions are related to words or letters that you expect an incoming
message to contain in specific fields (for example: To line has the email
address youraddress@mailserver.com).
In our case we want to catch all emaill messages, so we are going to setup
one that checks for the @ symbol in the TO line.
Note: Every email address must have a @ symbol.
The following are the available parameters:
- Email Field – select To line
- Enter the word/phrase to filter on – enter @ and click
the Add button
- Field Contains – this part of the screen shows all entered words/phrases
After setting this filter click on the “OK” button to complete
the procedure. The filters screen with the defined filter will be displayed.
Step 7: Data Extractors
Click on the “Next” button to continue creating an auto reply.
The screen for setting data extractors will be displayed.
Note: For this tutorial we will not be extracting any information from the incoming message.
Step 8: Action
Click on the “Next” button to continue creating an auto reply.
The screen for adding actions will be displayed.
Step 9: Message Action Menu Button
Click the arrow on the “New” button and select “Send
a New Email” to display the following screen.
Step 10: Send a New Email Action
The following screen will be displayed.
The following are the available email parameters:
- From – enter your email address.
 - this
icon is used to insert data fields to personalize your messages.- To – enter [[SenderEmail]]
Here we want to send the email to person who emailed us.
Note: use the icon to select merge field to personalize the message.
- Subject – enter the subject of the message (for example: “Out
of office AutoReply”)
After entering the information, click on the “Next” button
to enter message body.
Step 11: Message Body
The following screen will be displayed.
This screen contains various options for formatting the text.
The following are the available email parameters:
- Message – enter the message you would lik to send
for example: I am currently out of office and will be back on Monday
October 24.
Note: use the
icon to select merge field to personalize the message.
After entering the information and click on the “Finish” button.
Step 12: Verify
Use your email program to send a test message.
Right-click the Out of office message Auto-reply and select Receive/Send
from the menu. This will allow ResponseMailer to immediately check your
mailbox.
Note: that the program will automatically scan your inbox to for new
message and send the autoreply, but since we want immediate results we
are manually activating the Receive/Send operation.
Check the recipient mailbox for the auto response email.
Once you have it working you can edit the responder to add additional
filters, extractors and actions.
|
