If your office is using an Exchange Server then the process is pretty simple, however most SOHO and Small Businesses are not using that technology.

Not to fear – there is a way to send an out-of-office message using Outlook 2003, 2007, or 2010 alone, in just a few steps:

Need more help with Microsoft Outlook? Try Outlook 2010 All-in-One For Dummies at Amazon.

Step 1: Create an Out of Office Reply Template

Outlook 2003 and earlier

1. Open a new Outlook message formatted as plain text. (NOTE: Do not use Microsoft Word as your e-mail editor)
2. Type the information that you want to have in your reply message.
3. On the File menu, click Save As.
4. In the Save As dialog box, click to select the Outlook Template check box in the Save As Type list.
5. Type a name for your reply template in the File Name box, and then click Save.

Outlook 2007

1. Create a new Outlook message.
2. On the Options tab, click Plain Text.
3. Type the message you want people to receive (it’s often helpful to put in your return date).
4. Click the Microsoft Office Button, and then click Save As.
5. In the Save As dialog box, click to select the Outlook Template check box in the Save as type list.
6. Type “Reply Template” in the File name box, and then click Save.

Outlook 2010

1. Click New E-Mail on the Ribbon.
2. On the Format Text tab, click Plain Text.
3. Type the information that you want to have in your reply message.
4. Click File on the Ribbon, and then click Save As.
5. In the Save As dialog box, click to select the Outlook Template check box in the Save as type list.
6. Type a name for your reply template in the File name box, and then click Save.

Step 2: Create an Out of Office Outlook Rule

Outlook 2003

1. On the Tools menu, click Rules and Alerts.
2. In the Rules and Alerts dialog box, click the New Rule button on the E-mail Rules tab.
3. In the Rules Wizard, click the Start from a blank rule button, click Check messages when they arrive, and then click Next.
4. Under Which condition(s) do you want to check?, click to select the Sent Only To Me check box or any other check box that you want, and then click Next.
5. Under What do you want to do with the message?, click to select the Reply using a specific template check box.
6. On the Step 2: Edit the Rule Description page of the wizard, click the underlined phrase a specific template.
7. In the Select A Reply Template dialog box, click the template that you saved in step 5 of the “How to Define an Automatic Reply Template” section, and then click Open.
8. Complete the Rules Wizard instructions, click Finish, and then click OK.

Outlook 2007

1. On the Tools menu, click Rules and Alerts.
2. In the Rules and Alerts dialog box, click the New Rule button on the E-mail Rules tab.
3. In the Rules Wizard under Start from a blank rule, click Check messages when they arrive, and then click Next.
4. Under Which condition(s) do you want to check?, click to select the Sent Only To Me check box or any other check box that you want, and then click Next.
5. Under What do you want to do with the message?, click to select the Reply using a specific template check box.
6. Under Step 2: Edit the Rule Description, click the underlined phrase a specific template.
7. In the Select A Reply Template dialog box, click the template that you saved in step 6 of the “How to Define an Automatic Reply Template” section, and then click Open.
8. Complete the Rules Wizard instructions, click Finish, and then click OK.

Outlook 2010

1. Click the File tab in the Ribbon, and then click the Info tab on the menu.
2. In the Rules and Alerts tab, click the New Rule button on the E-mail Rules tab.
3. In the Rules Wizard under Start from a blank rule, click Check messages when they arrive, and then click Next.
4. Under Which condition(s) do you want to check, click to select the Sent Only To Me check box or any other check box that you want, and then click Next.
5. Under What do you want to do with the message, click to select the Reply using a specific template check box.
6. Under Step 2: Edit the Rule Description, click the underlined phrase a specific template.
7. In the Select A Reply Template dialog box, click the template that you saved in step 6 of the “How to Define an Automatic Reply Template” section, and then click Open.
8. Complete the Rules Wizard instructions, click Finish, and then click OK.

Create and activate this rule just before you leave – and don’t forget to turn it off when you get back (maybe a calendar reminder?)

Have a great time off – here’s hoping for a good summer!

Activesync(tm) allows you to synchronize your Email, Calendar, and Contacts with your business email account in real-time. Any changes made on your iPhone or iPod Touch will be reflected in your Outlook immediately, and all new mail will automatically arrive on your iPhone (and your Touch if you have WiFi connectivity).

Here’s a quick how-to guide to setting up Activesync on your iPhone or iPod Touch.

Requirements:

• Microsoft Exchange 2003 with Service Pack 2, or Exchange 2007
• iPhone software version 2.1 or later
• Ports 80 and 443 forwarded through the router/firewall to the Exchange Server
• If you’re using SSL, you need a SSL Certificate from a registered provider (your SSL cannot be self-signed)

Note: This setup will NOT work with the standard email account you got from your Internet Provider, or Gmail, or other POP3 type account. You MUST have a Microsoft Exchange Server. (Instructions for standard emails)

How to test for Activesync:

If you’re not sure you have Activesync and want to find out if your server is setup for Activesync, browse to your mail web page as follows:

• In Internet Explorer, browse to http://mail.myserver.com/oma – you of course, substitute your server name, just keep the “/oma” at the end.
• Enter your login credentials
• Say “yes” to the security warning about your device being unsupported, if you get one, and then you should see a page like this.

If you don’t see that page, or get an error, then you need to talk to your IT support person (or call us at 604-715-5107).

How to set up Activesync

Start by tapping Settings, Mail Contacts Calendars, Add Account, choose Microsoft Exchange.

Here’s Apple’s Quick Setup Guide that walks you through the setup on your iPhone or iPod Touch. If the Activesync test (above) worked then this will be an easy configuration. If you’re not using an SSL connection, say Yes to the SSL prompt, and when finished you must go back into the mail account on your device and, at the bottom, turn of SSL. (this will get rid of the annoying popups)

If you get errors or it just won’t sync, then there are all kinds of possibilities:

• Apple’s Enterprise Support page
• Check that your SSL Certificate is not self-signed
• Confirm you have connectivity
• Use Safari to test for Activesync (as shown above) on the iPhone or iPod Touch
• Check your spelling in the account setup – especially your password

Activesync Management for Enterprises

Here’s Apple’s Iphone Configuration Utility for Windows. I didn’t have enough users to make it worthwhile using this but it looks like it would help in a larger corporate environment.

Other articles in our Apple_Windows series:

• How to use Time Capsule with a Windows PC
• Easter to Hack Apple than Windows
• How to setup Activesync on your iPhone or iPod Touch
• How to use AppleTV with Windows

Foreverwarm Consulting Inc provides peace of mind to small businesses through prompt computer support and proactive network maintenance.

FOREVERWARM CONSULTING INC
Call: 604-715-5107