This is a response to the Member's-Only post Tricks & Tips to accepting the BPO Blasts...Does anyone know and want to share?? Help?  by Dawn Barrier Las Vegas Short Sale-REO Pro. The question is how to set-up up your e-mail to automatically respond to specific e-mail.

To begin, you'll need to create a "specific template" that you want to be your automated reply. I know the video claims you can make adjustments before sending but save it as instructed and leave the To: field blank and it will go out immediately and as is. So don't count on making any changes.

After setting up your template the easiest way to setup the auto response is to right click on the e-mail that you wish you would have automatically responded to, and then select "Create Rule..."

In the bottom right hand corner of the box that just opened click on "Advanced Options"

In the advanced options you have several steps to go through to set up the automatic response. You'll need to set-up how Outlook can identify what e-mails you want to respond to. Since you right clicked on the e-mail you'll notice that the subject line, and the sender are already filled in. If you need to change either of them just click on the blue hyperlink in the lower box and you'll be able to modify it. 

I recommend that you be as specific as possible. If you've received multiple emails from them look for the common phrase or unique subject line to narrow it down. I recommend that you select the sender and the subject line.

Don't worry too, too much about 'over defining' it. You'll be able to list exclusions in the third step.

Click 'next' and in step 2 you will define what you want to have automatically done. The first option I recommend is to move it out of your in-box and into a separate folder. This helps to keep your inbox from getting cluttered, and you'll spend less time sifting and manually sorting your e-mails. The second option is just that 'optional'(if you use color coordinated assignments).

The third box checked is the one that will make it automatically respond. After checking the box make sure you click the blue hyperlink 'A Specific Template' and select your template that you filled out and saved. Remember to make sure that your template says exactly what you want it to say because this will automatically go out (provided your outlook is open and running).

Click 'next' and proceed to step 3 (you're almost done :)...)

In this step you'll want to include exclusions. These are parameters that when present the automatic responder WILL NOT take place. I recommend that you add the words Re: and Fwd: to prevent the same e-mail from being sent again after they respond ;). Take a look at some of the other options while on this page to make sure that you're automatic responses only go out when you want them too.

Click Next, name your Rule, and then click Finish. You will now be automatically sending e-mails to the specifications and parameters that you set-up. Please note that since this is through Outlook it will automatically reply ONLY when it is downloaded (not necessarily when it is sent). So you may want to check how frequently your outlook is set to download your e-mails. Good luck ;).

 

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