Painlessly set up an auto response as a server-side rule

You know you can apply rules to Outlook, but you may not know that there are two types of rules: client-side and server-side. We’ll explain some of the differences between the two, then show you how to set up an auto response so that it functions as a server-side rule.

Client-side vs. server-side rules

When you’re setting up a rule, it’s important to determine whether it should be a server-side rule or a client-side rule. Server-side rules supercede client-side rules in the rule hierarchy, so the criteria for these rules will be met first. They also function a bit differently. Some users, however, don’t have the option of creating server-side rules if they aren’t working on a Microsoft Exchange Server. In addition, Outlook must be running and online in order to take action on a client-side rule. So, if someone emails a request for a price list while your Outlook program isn’t running, the person won’t receive the information until the next time you run Outlook. If the rule is set up as a server-side rule, the rule’s associated actions are completed immediately, even when Outlook isn’t running. To create an auto response as a server-side rule, create a message and save it on the server rather than creating a template and saving it on your hard drive.

To generate auto responses using a server-side rule:

1. Choose Tools | Rules And Alerts Wizard from the menu bar while in the Inbox.
2. Click New Rule from the Rules dialog box.
3. Select the Start From A Blank Rule option button, leave Check Messages When They Arrive selected in the top list box, and then click Next.
4. Choose the conditions you’d like to specify for the rule and select the Have Server Reply Using A Specific Message check box. Click the A Specific Message link to display a message form. Enter the text you’d like the recipients to view, the subject of the message, and add any attachments you’d like to send with the auto response. Click Save And Close, then click Next to advance to the exceptions page of the wizard.
5. Enter any exceptions for the rule, click Next, specify any further options, specify a name for the rule, and then click Finish.