Q. When I'm out of the office, how can I create an email message that will go out in response to email that I receive? I'm using Outlook Express.

A. This type of message is called an autoresponder and works best with a cable, DSL, corporate network, or other “always on” connection. If you're using a dial-up ISP, it will work as long as your email program is configured to automatically check for mail periodically. I'll explain how to set that up, also. (What a guy!)

Let me state at the outset that I am not an enthusiast of autoresponder messages for a number of reasons. Space constraints prevent me from addressing that this week, but I will devote next week’s column (cleverly identified as Part 2) to the “downside” of using these types of messages which can, under certain circumstances, not only result in more spam, but can actually compromise your personal safety. Don’t miss next week’s column!

Having said that, to create an autoresponder message, launch Outlook Express and create a “New Message” that will serve as your auto-generated reply to incoming email. Don't address it to anyone, but in the Subject line write, "Out of the Office" or "Doing Time in the Big House. Be back in 15 or 20," or other brief description to reveal the intent of the message.

In the body of the message you might want to include a statement such as, “I am currently unavailable. Please contact my office (insert phone number or optional email address) if this matter is urgent.” Avoid saying that you'll be out of town between specific dates or providing any personal information. (More about this next week.)

When you finish composing your reply message, save it by clicking File > Save As. Provide a filename for the message and in the Save As Type field, save it as a mail (*.eml) file in your My Documents folder, for example. (You can save it in any folder you choose.)

Now, let's create the rule that will automatically send your message in response to incoming email. Start by clicking Tools > Message Rules > Mail. The New Mail Rule window appears if this is the first rule you're creating. Click the New button if other rules have been created previously.

Under "1. Select the Conditions for your rule:" place a check mark beside "For all messages" or review the other options and select whichever condition is most appropriate for your situation.

Under "2. Select the Actions for your rule:" select "Reply with Message."

Under "3. Rule Description:" click the word "Message" in "Reply with Message." This will allow you to navigate to your saved reply message in My Documents (or other folder). Highlight the filename of your saved message and click the Open button or simply double-click the filename.

Under "4. Name of the rule:" you will be asked to provide a name for the new rule, so enter something like "Vacation Message," "Gone Fishin'," or "Doin' Time with Bubba," then click OK.

In the Message Rules dialog box, you will have an opportunity to review the new rule you just created. If you don’t want to begin automatically sending out your reply message right away, remove the check mark in front of the rule until you are ready to start using it. When everything looks correct, click OK, and you're done.

I mentioned at the outset configuring Outlook Express to check email at regular intervals. You can do that by clicking Tools > Options > General tab. Under "Send/Receive messages," place a check mark next to "Check for new messages every ___ minutes," and fill in an appropriate time. Under "If my computer is not connected at this time," select "Connect even when working offline." Click Apply > OK to exit.

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