Categories
Design

How to set up an out of office reply on outlook. com

There are two ways to send automatic out-of-office replies. The way you use depends on the type of email account you have.

Click File, then select the image below that matches your version of Outlook.

How to set up an out of office reply on outlook. com

If you see the Automatic Replies button, follow the steps to set up an automatic reply.

How to set up an out of office reply on outlook. com

If you don’t see the Automatic Replies button, follow the steps to use rules to send an out of office message.

Set up an automatic reply

Select File > Automatic Replies.

Note: For Outlook 2007 choose Tools > Out of Office Assistant.

In the Automatic Replies box, select Send automatic replies.

Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.

Note: If you don’t see Automatic Replies, use Rules and Alerts to set up your out-of-office message.

On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

How to set up an out of office reply on outlook. com

Note: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

Select OK to save your settings.

Turn off automatic out-of-office replies

When Outlook is setup to send automatic replies, you’ll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

Note: For Outlook 2007, to turn off out-of-office replies, select Tools > Out of Office Assistant and uncheck the Send Out of Office auto-replies checkbox.

Update your Automatic Replies on the Outlook mobile app

You can update your Automatic Replies from Outlook for iOS or Outlook for Android. Click here to get the app and manage your Automatic Replies on the go.

Troubleshooting: I don’t see Automatic Replies

If you don’t see Automatic Replies after selecting File, you’re probably using a Gmail, Yahoo, or other POP or IMAP account that doesn’t support the Outlook Automatic Replies feature. You can setup a rule that will reply to incoming messages, but only if you leave Outlook running. For more information, see use rules to send an out of office message.

Use automatic replies to tell people you won’t be responding right away to their email messages. Automatic replies are sent once to each sender.

Note: If the instructions don’t match what you see, you might be using an older version of Outlook on the web. Try the Instructions for classic Outlook on the web.

At the top of the page, select Settings> View all Outlook settings > Mail > Automatic replies.

Select the Turn on automatic replies toggle.

Select the Send replies only during a time period check box, and then enter a start and end time.

If you don’t set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.

Select the check box for any of the following options that you’re interested in:

Block my calendar for this period

Automatically decline new invitations for events that occur during this period

Decline and cancel my meetings during this period

In the box at the bottom of the window, type a message to send to people during the time you’re away.

If you like, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.

If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization.

When you’re done, select Save at the top of the window.

If you didn’t set a time period for automatic replies (step 4 earlier), you’ll need to turn them off manually. To turn off automatic replies, sign in to Outlook on the web, choose Settings > View full settings > Mail > Automatic replies and then select the Automatic replies on toggle.

Instructions for classic Outlook on the web

On the nav bar, choose Settings > Automatic replies.

Choose the Send automatic replies option.

Select the Send replies only during this time period check box, and then enter a start and end time to control when automatic replies are sent.

If you don’t set a time period, your automatic reply remains on until you turn it off by selecting Don’t send automatic replies.

Select the check box for any of the following options that you’re interested in:

Block my calendar for this period

Automatically decline new invitations for events that occur during this period

Decline and cancel my meetings during this period

If you want senders outside your organization to get automatic replies, select the check box for Send automatic reply messages to senders outside my organization.

In the box at the bottom of the window, type a message to send to people during the time you’re away.

If you like, you can highlight your message and use the formatting options at the top of the box to change the font and color of the text, add an emoji, or customize your message in other ways.

How to set up an out of office reply on outlook. com

When you’re done, choose OK at the top of the page.

If you didn’t set a time period for automatic replies (step 4 earlier), you’ll need to turn them off manually. To turn off automatic replies, sign in to Outlook on the web, choose Settings > Automatic replies and then select Don’t send automatic replies.

If you’re going away on vacation, it’s very useful to set an automatic “out of office” reply for your emails. These automatic replies let people who email you know that you are not available to reply to their messages. Here’s how to set up an automatic out of office reply in the Microsoft Outlook desktop app and the web version.

How to Set Up an Out of Office Reply in the Outlook Desktop App

To set automatic out of office replies on the Microsoft Outlook desktop app, go to File > Automatic Replies > Send automatic replies.

Note: The following steps are for users with a Microsoft Exchange account. If you don’t see the words, “Connected to: Microsoft Exchange” at the bottom of your Outlook window, check out our article on how to set up out of office in Outlook with an IMAP/POP3 account.

  1. Open Outlook and click File in the menu bar. You can find this in the top left corner of your window. How to set up an out of office reply on outlook. com
  2. Then click Automatic Replies (Out of Office). The Automatic Replies window will then appear.

Note: If you are using an older version of Outlook, such as Outlook 2007, go to Tools > Out of Office Assistant.

  • Next, click Send automatic replies.
  • Tick the “Only send during this time range” box. Set the dates you’ll be out of the office. You can skip this step if you want to manually turn off automatic replies when you get back to the office.
  • Then set your automatic out of office reply under the Inside My Organization tab. This will be the automatic response sent to people from your company who email you while you’re away. How to set up an out of office reply on outlook. com

    Note: Outlook does not attach your signature when it sends automatic replies. If you have a signature, you might want to paste it below your message. If you don’t have one, check out our guide on how to add an email signature in Outlook.

    Set your automatic out of office reply under the Outside My Organization tab. This is for people outside your company such as clients and suppliers. You can copy what you typed in for Inside My Organization or you can put something else for people outside your organization. You can even untick the “Auto-reply…” box if you don’t want to send them an automatic reply while you’re away.

    Note: You can also set different automatic out of office replies for different people. Just click the Rules… button in the bottom-left corner and add a rule for each person or email subject.

    How to set up an out of office reply on outlook. com

    How to Set Up Out of Office Replies in the Microsoft Outlook Web Version

    If you’re using the web version of Outlook, you can set up out of office replies by going to Settings > View all Outlook settings > Mail > Automatic replies. Then turn on automatic replies, write your message, and click Save.

    1. Go to your Outlook page. You can get there quickly by clicking this link, or going to any web browser and typing outlook.live.com into the address bar.
    2. Then sign in to your Outlook account if prompted.
    3. Next, click the Settings icon. This is the cog icon you can find on the top-right corner of the page.
    4. Then select View all Outlooksettings. You will see this at the bottom of the right sidebar. The Settings window will then appear. How to set up an out of office reply on outlook. com
    5. Select the Mail tab and then click Automatic replies.
    6. Click Turn on automatic replies. You can then set your automatic reply dates by ticking the “Send replies only during a time period” box. You can skip this step if you want to manually turn off automatic replies when you get back to the office, like when you’re not sure when you’ll be back. Otherwise, this option is much more convenient.
    7. Type in your out of office message. This will be the automatic response sent to people from your company who email you while you’re away. How to set up an out of office reply on outlook. com

    Note: Outlook does not attach your signature when it sends automatic replies. If you have a signature, you might want to paste it below your message. If you don’t have one, learn how to add an email signature in Outlook.

  • Finally, click Save.
  • If you use Microsoft Outlook for work on your computer or even the mobile app but are going to be out of the office for some time, setting up automatic email replies is an option. These allow you to notify people who try to contact you when, why, and even for how long you’ll be out.

    If you want to make it easier on those emailing you to know communication will be delayed and who to contact while you’re away, setting up automatic replies is the way to go. Automated responses will remain on until the end of your specified “out of office” period. If you chose not to determine a period, automatic replies would be on indefinitely until you turn them off.

    Here’s how to set up your out of office reply in Outlook.

    Check out the products mentioned in this article:

    Apple Macbook Pro (From $1,299.00 at Apple)

    Acer Chromebook 15 (From $358.99 at Staples)

    How to set an out of office reply in Outlook

    1. Click on the gear icon located in the upper right corner of your Outlook inbox.

    2. Select “View all Outlook settings.”

    3. Choose “Automatic replies.”

    4. Click on the black and white slider next to “Turn on automatic replies.”

    5. Select the boxes next to the settings you want to enable for your automatic replies.

    6. Type an “out of office” message of your choice.

    Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

    How to set up an out of office reply on outlook. com

    If you’re going to be out of the office for a while, Outlook.com makes it easy to set up automatic replies that are sent out when you receive a message, letting the sender know you won’t be reading or answering emails during that time.

    You can set up a custom message that will be sent out during a specific time frame, if you choose, to everyone who emails you, or only to people in your Contacts list. We’ll show you how.

    NOTE: You can only use Outlook.com with Microsoft email accounts—live.com, outlook.com, hotmail.com, and msn.com.

    To get started, go to http://www.outlook.com in your favorite browser and log in to the Microsoft email account from which you want to send an automatic reply. Then, click the gear icon in the upper-right corner of the Outlook.com page and select “Automatic replies” from the dropdown.

    How to set up an out of office reply on outlook. com

    The Automatic replies pane slides out. To turn on automatic replies, click the “Send automatic replies” option. You can set a time period during which the automatic reply will be sent so you don’t have to worry about remembering to turn it on before you leave or turning it off when you get back. To set a time period, check the “Send replies only during this time period” box.

    How to set up an out of office reply on outlook. com

    To specify when the automatic reply should start being sent out, click on the “Start time” calendar dropdown and then click on the desired date.

    How to set up an out of office reply on outlook. com

    Click on the “Start time” time dropdown and select a time for the automatic replies to start. Then, select a date and a time next to “End time” to indicate when the automatic replies will stop being sent.

    How to set up an out of office reply on outlook. com

    You can select some additional options (checkboxes) if you want to block your calendar for this period, automatically decline new invitations for events that occur during this period, or decline and cancel your meetings during this period.

    You can also choose to either send the automatic replies to only people in your Contact list or everyone who emails you.

    Enter the message you want sent out automatically in the “Send a reply once to each sender with the following message” box. Use the toolbar at the top of the box to format your message.

    How to set up an out of office reply on outlook. com

    When you’re done setting up your automatic reply, click “OK” at the top of the pane. Your custom message will now automatically go out during the time period you set in response to emails received that meet requirements you set.

    How to set up an out of office reply on outlook. com

    If you set a time period for your automatic reply, it will stop at the end of that period. However, you can also turn of the automatic reply manually by opening the Automatic replies pane again and selecting the “Don’t send automatic replies” option.

    September 16, 2021

    Copy to Clipboard

    Out-of-office replies can be useful in a variety of professional scenarios. These replies have many benefits, such as allowing you to communicate with team members while on vacation. Learning about how to set up out-of-office replies can help you any time you aren’t in the office. In this article, we discuss the definition of out-of-office replies, describe when to use them, provide a list of steps to take in order to set them up in Outlook and give examples of out-of-office replies.

    What is an out-of-office reply?

    An out-of-office reply is an automatic response to an email, text message or other communication that specifies you’re unavailable. You can arrange this reply to be sent to your colleagues, clients, friends or even your manager so they can find out when you expect to return to the office. The goal is to alert the sender to your absence so they don’t expect an immediate reply. Email programs like Outlook can help you set up out-of-office replies.

    When to use an out-of-office reply

    Here is a list of occasions when you may choose to use an out-of-office reply:

    When going on vacation: You may use an out-of-office reply when going on vacation if you’d prefer not to receive email while away. This can also be helpful if you don’t have access to your email or phone during that time.

    When on leave from work: If you’re taking time off from work, use an out-of-office reply to let others know the time frame they can direct all questions and requests to an alternate email. A coworker can handle your emails during this period so questions don’t go unanswered and your inbox doesn’t get congested while you’re gone.

    When going to a meeting: When you’re going to a meeting out of the office, the system administrator may send an out-of-office reply. This can notify anyone you email that you aren’t presently available and provide a time for your return.

    When attending conferences: When at conferences, you can use an out-of-office reply to inform team members you may be away from the office and that they can direct all important business needs through your manager or someone else in your department. You can also let individuals know how to get in touch with you while away.

    How to set up out-of-office replies in Outlook

    Here is a list of steps for setting up out-of-office replies in Outlook, with a description of each step:

    1. Navigate to the settings panel

    If your work email isn’t already open on your desktop, open Outlook and sign in to your email. When your personal screen loads, look in the top-right corner of the blue top menu bar to locate a white circular cog icon. This represents the Settings. Click on this icon to open up the drop-down Settings menu. It contains options for customizing your Outlook.

    2. Open Automatic replies menu

    Inside the drop-down Settings menu, choose the option “View all Outlook settings” to open up the full Settings menu. Within the full menu, choose “Mail” as the option you’d like to customize. In the subcategories of “Mail,” choose “Automatic replies” to begin your out-of-office reply process.

    3. Choose features of your automatic reply

    This opens up a menu that allows you to customize your automatic reply. To add the feature, first toggle the switch to indicate that automatic replies are on. If you choose to not customize any further, the automatic out-of-office reply is sent until you toggle the switch to off. Alternately, you can customize the time frame during which you’d like automatic replies to be sent. You can choose the dates and times to start and end to the automatic reply. The length can be anywhere from a short half-hour work meeting to a very long vacation or sabbatical.

    4. Add an automatic reply message

    If you choose a time frame for sending automatic replies, it also offers you a text box for your outgoing message. To personalize your out-of-office message, add a note, such as further explanation for your absence or an alternate contact. You can also choose to send out-of-office replies using an Outlook template.

    5. Save the setting

    After you complete all these steps, click “Save” and your out-of-office replies are scheduled to send. You may test the automatic replies by emailing yourself and making sure you receive the automatic reply. After you return to the office, you may go to the setting panel again and make sure the out-of-office reply is no longer active.

    Examples of out-of-office replies:

    Here are a few examples of automatic reply messages you may send in various scenarios:

    Example message for when you’re on vacation

    I’m out of the office on vacation until April 12. Please direct all work-related messages to my manager. If you need any information, please contact him while I am out. For emergency situations, please contact me on my cellphone at 555-555-5555. Thank you!

    Example message for when you’re on sick leave

    I’m out of the office due to illness until further notice. Please direct any work-related messages to my manager or HR. For emergency situations, please contact me on my cellphone at 555-555-5555. Thank you!

    Example message for when you’re on maternity leave

    I’m currently out of the office on maternity leave until April 12. Please direct questions or requests to my team. For emergency situations, please contact me on my cellphone at 555-555-5555. Thank you!

    Example message for when you’re at a conference

    I’m attending a conference from April 10 to April 13. Please direct all questions and requests to my manager or HR. For emergency situations, please contact me on my cellphone at 555-555-5555. I look forward to responding to emails when I get back. Thank you!

    Please note that none of the companies mentioned in this article are affiliated with Indeed.

    From the Outlook Desktop Client

    1. Select File and then click Automatic Replies.

    In the Automatic Replies box, select Send automatic replies. Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.

    On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.
    How to set up an out of office reply on outlook. com

  • Select OK to save your settings.
  • From Outlook.live.com

    1. Sign in and click the Settings Icon in the top-right area of the page. Then, click on Automatic replies.
      How to set up an out of office reply on outlook. com

    In the Automatic Replies box, select Send automatic replies. Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.
    How to set up an out of office reply on outlook. com

  • Type the reply you want sent to the people who email you while you’re out and then click OK at the top to save your settings.
  • Email
    How to set up an out of office reply on outlook. com
    Self-Service Portal
    How to set up an out of office reply on outlook. com

    Phone: 231.591.4822
    Toll Free: 877.779.4822

    Phone Support is Available 24/7

    Walk-up Support is Available 8am – 5pm
    @ UCB – 108

    IT Core Service Support is Available 8am – 5pm

    Contact

    Information Technology Services
    805 Campus Drive
    UCB 108
    Big Rapids, MI 49307

    IT Solution Center
    Phone: (231) 591-4822
    Toll Free: (877) 779-4822

    • Emergency Alerts
    • Non-Discrimination
    • Title IX
    • Privacy Policy
    • Sitemap
    • Employment
    • Directory
    • Disclosures
    • Policies
    • CONTACTS
    • Cookie Settings

    Accessing the automatic reply settings

    Outlook.com

    1. Go to outlook.office.com/mail
    2. Sign in using your University email address and password.
      • If you are a staff member, you may need to enter your address in the format of [email protected] .nz
    3. In the top right-hand corner, click the Settings cog icon next to your name, then enter automatic replies into the search box and click the search result.

    The Automatic replies settings window should now pop up and you can manage your automatic reply.

    Outlook for Windows

    1. In Outlook, go to File.
    2. Select the account you want to manage the automatic reply for from the drop down at the top of the Account Information page.
    3. Click the Automatic Replies button.

    The Automatic replies settings window should now pop up and you can manage your automatic reply.

    Outlook for Mac

    1. At the top of the Outlook ribbon, select Tools.
    2. Click the Out of Office option.
    3. Select the account you want to manage the automatic reply for from the list on the left side of the resulting window.

    Managing your automatic reply

    In the Automatic replies settings windows you can:

    • Turn automatic replies on or off, and set the time period replies will be sent if required
    • Choose who to send the automatic reply to (this may be only other University of Otago email addresses or external ones as well)
    • Add the message/s for the automatic reply:
      • If you want your automatic reply to be sent to both University of Otago and external addresses, you will need to add the message to both message boxes
      • You may also choose to send one message to University of Otago email addresses, and a different message to external addresses

    When you are creating your message, you may wish to include:

    • The dates you are away for, if applicable
    • If the email will be read or forwarded, so that the sender can resend the email to a different address if they wish to
    • Your personal contact details, such as email and/or phone number
    • An alternate University of Otago contact email and/or phone number

    If you have any questions about setting up automatic replies, please contact AskOtago:

    Use this function to let people know when you will be away from UCL.

    Instructions

    1. In Outlook, select the File tab within the top-left corner. Select Automatic Replies.

    How to set up an out of office reply on outlook. com

    Fig 1. Automatic replies option
    View a larger version

    2. Select the Send automatic replies radio button. Within the Automatically reply once for each sender with the following messages field, enter the required text for your out of office message.

    Tip: If you would like your Out of Office to turn on and off automatically during a certain time period, select the Only send during this time range tick-box and enter the start and end dates required.

    How to set up an out of office reply on outlook. com

    Fig 2. Automatic Replies window
    View a larger version

    3. Select the Outside My Organization tab. If you would like external senders to also receive your out of office, tick the auto-reply to people outside my organisation tick-box and enter the required text within the text field provided. Select OK.

    How to set up an out of office reply on outlook. com

    Fig 3. Example of leaving an automatic reply
    View a larger version

    4. Your out of office message is now set. To turn off your Out of Office, select the File tab within the top-left corner. Beside Automatic Replies, select Turn off. If you previous specified a start and end time for your Out of Office, it will be enabled and disabled automatically.

    How to set up an out of office reply on outlook. com

    Fig 4. Illustration of Automatic Replies turned on
    View a larger version

    You are here

    • Home
    • Help
    • Office 365: Setting an out-of-office or vacation message using OWA

    Out of Office messages are sent automatically to anyone who sends you an email for a period of time you designate. It’s important to note that the Out of Office Assistant will only reply once to any given sender for each activation period. If the same sender sends you another message, they will not get a second reply.

    NOTE: you must be in the Mail application . The menu items under “Options” change if you are in Calendar or People.

    Turning on an Out of Office Message

    1. Log into Office 365 from http://mail.duke.edu making sure you are accessing the Mail section (not Calendar, People, etc.).
    2. Select the gear at the upper right corner of your OWA window. Then, click View all Outlook settings and Mail.
    3. Select Automatic Replies.
    4. Click the button for Automatic replies on.
    5. If you want to set a time limit for replies, check the option Send replies only during a time period and designate a start and end time for your response.
    6. To send an automatic reply to any one outside our environment, select the check box for Send replies outside your organization, then decide whether to select Send replies only to contacts.
    7. Fill in the text of your automatic reply and click Save. If you don’t select a time period for the replies to be sent, they will begin to be sent immediately.

    Turning off an Out of Office Message

    1. Log into Office 365 from http://mail.duke.edu making sure you are accessing the Mail section (not Calendar, People, etc.).
    2. Select the gear at the upper right corner of your OWA window.
    3. Select Automatic replies.
    4. Uncheck Automatic replies on and click Save.

    Outlook Web Application updates

    Please be aware that Microsoft can and does update the OWA client frequently and the directions and screen shots above may no longer appear the same. If you are unable to follow the directions because they are now inaccurate, please feel free to let us know.

    If you need further assistance, contact your local IT support group/person

    You can also contact your appropriate Service Desk:
    University Users: OIT Service Desk – 919 684 2200
    Duke Health Users: DHTS Service Desk – 919 684 2243

    How to set up an out of office reply on outlook. com

    If you don’t have Office 365 at home, you can use the Windows 10 Mail app or Outlook.com to send automatic out-of-office replies.

    If you’re using the Outlook app at work, chances are it’s running on your corporate mail server that the IT team manages. In that case, setting up an out-of-office reply is a simple process. If you’re at home, you can use Windows 10 Mail & Calendar app or Outlook.com to set up automatic replies, too. This is an excellent way to let people know that you’re away and don’t have access to your email (or that you’re ignoring messages).

    Create an Auto-Reply in Windows 10 Mail

    While it can be done in the Windows 10 Mail app, the features aren’t as robust as the actual Outlook app in Office 365. Launch the Mail app and head to Settings, and click on Automatic Replies.

    How to set up an out of office reply on outlook. com

    Next, flip the Send Automatic Replies button to On and check the “Send replies outside of my organization” box. Then type in the message and info you want the recipients to know. You can also choose to have the auto-reply sent only to people in your contacts. This is a good option if you don’t want it going out to marketing emails and autogenerated ones from services you’re subscribed to.

    How to set up an out of office reply on outlook. com

    Unlike Outlook.com or the desktop version, the Mail app doesn’t currently allow scheduling of auto-replies.

    Create Auto Reply on Outlook.com

    If you don’t use Outlook or the Mail app, you can create an auto-reply using Outlook on the web. Note that the following screenshots are from the current version of Outlook.com and not the newer Beta version. After logging in, click Settings (gear icon) in the upper-right corner and choose Automatic replies.

    How to set up an out of office reply on outlook. com

    Next, select the “Send automatic replies” option and check “Send replies only during this time period,” and choose the dates when you’ll be away. Type in the message explaining why you’re out and anything else you want the recipient to know in the text box. You can also select optional settings like blocking your calendar and choosing who sees the auto-reply message. When you have everything set, click OK at the top.

    How to set up an out of office reply on outlook. com

    I should also note that if you’re using a personal email account, like Gmail or from your ISP, the process is more complex than using Outlook with Exchange. You need to create a template and a new rule. Sound complicated, but we have your back — read our article on how to create an auto-reply in Outlook with POP or IMAP accounts.

    How to set up an out of office reply on outlook. com

    If you’re using Outlook with a shared calendar at home, make sure to check out our article on how to create an Outlook Calendar out of office entry. And, if you’re running a version of Office older than 2013, check out one of the articles listed below on creating automatic out-of-office replies.

    It’s finally vacation time and you’ve just stepped on the plane that will take you away from it all. But wait. Did you remember to set up your Out of Office in Outlook?

    Not to worry. If you’re using a Microsoft Outlook Exchange account, you can turn on that automatic vacation notice in a flash.

    Send Automatic Replies (Out of Office in Outlook)

    NOTE: Instructions apply to Microsoft Outlook 2010, 2013, 2016, 2019, and Outlook for Office 365

    Here’s how to automate out-of-office notifications within Outlook Exchange, the account type used by most organizations.

    Out of Office on your mobile

    1. Sign in at Outlook.com

    2. Re-enter your user name and password if prompted to do so.

    3. Click the menu icon (3 horizontal bars) shown at the top of your screen.

    4. Next, click the gear icon shown to the right of your name.

    How to set up an out of office reply on outlook. com

    5. You should now see Automatic Replies as an option.

    6. Check the box to ‘send automatic replies’ inside or outside your organization.

    How to set up an out of office reply on outlook. com

    7. Within the text box, write a brief out-of-office message to your intended recipients.

    How to set up an out of office reply on outlook. com

    8. Click ‘done’ (blue menu bar shown above) to save your changes.

    9. That’s it! Your automatic replies are enabled. To disable automatic replies, un-check the box.

    Out of Office on your desktop

    To set up out-of-office notifications on your desktop, just follow these steps:

    1. Click the file tab within Outlook to view your account information.

    2. Next, select the Automatic Replies (Out of Office) button.

    How to set up an out of office reply on outlook. com

    3. Inside the pop-up box, click the second option from the top (‘send automatic replies’).

    How to set up an out of office reply on outlook. com

    4. Enter start and end times (day/hour) when you’ll be out of the office.

    How to set up an out of office reply on outlook. com

    5. Write a brief out-of-office message to those inside your organization.

    How to set up an out of office reply on outlook. com

    6. Then, click the ‘Outside My Organization’ tab to write an external reply.

    How to set up an out of office reply on outlook. com

    7. Click the ‘OK’ button to save your automatic replies. Now you’re all set.

    Update Your Outlook Calendar

    But wait—you can’t go full throttle into vacation mode just yet.

    Now’s the time to update your Outlook calendar so your colleagues (crossed fingers) won’t add you to meetings while you’re out.

    How to set up an out of office reply on outlook. com

    Image Source: Emma Matthews via Unsplash

    Here’s how to take care of your calendar updates, either by mobile or desktop.

    Calendar updates on your mobile

    1. Sign in at Outlook.com.

    2. Click the calendar icon on the bottom of your screen.

    3. To create a new calendar event, click the + button on the menu bar.

    How to set up an out of office reply on outlook. com

    1. Enter an event name.

    2. Select a start date/time for your out-of-office status.

    How to set up an out of office reply on outlook. com

    3. Click ‘more details’ to add info about your work absence.

    How to set up an out of office reply on outlook. com

    4. Finally, save the event to your calendar. Now you’re all up to date.

    How to set up an out of office reply on outlook. com

    Calendar updates on your desktop

    1. Launch Outlook from your laptop/desktop.

    2. Click the calendar icon on the left side of your inbox (see below).

    3. Select a beginning date for your vacation or out-of-office event.

    4. Click the ‘New Event’ icon on the right side of your calendar (see below).

    How to set up an out of office reply on outlook. com

    5. Next, select either ‘New Appointment’ or ‘New All-Day Event’ in the dropdown menu.

    How to set up an out of office reply on outlook. com

    6. Give your event a title (see below for an example) and enter your start/end dates.

    7. If you want to give further context, type a short message describing your event (see below).

    How to set up an out of office reply on outlook. com

    8. Click the Show As field (see below) to access a drop-down menu and select ‘Out of Office.’

    9. Click on the ‘Save & Close’ button (see below) to finalize your Outlook calendar update.

    How to set up an out of office reply on outlook. com

    And just like that—you’re finished with automatic replies and calendar updates in Outlook.

    For more best practices around this topic, check out these 3 tips on out of office etiquette . And happy vacationing.

    Outlook 2013/2016

    Follow the steps below to specify the text for automatic replies to email messages when you are out of the office. Outlook will only reply once to any given sender for each period when an autoreply is enabled. If the sender sends you another email, they will not get another autoreply. You can now turn on automatic replies permanently or during a certain period and set up two separate messages to people inside or outside of the university.

    Creating Automatic Replies

    1. From the upper left File tab, select Automatic Replies (Out of Office)>Send automatic replies.
    2. If desired, select the Only send during this time range check box to schedule when your out of office autoreplies are active. If you do not specify start and end times, autoreplies will be sent until you select the Do not send automatic replies check box. This lets you set up your out of office autoreplies in advance of your actual absence.
    3. On the Inside My Organization tab, in the field labeled AutoReply only once to each sender with the following message, type the body of your autoreply.
    4. On the Outside My Organization tab, select the Auto-Reply to people outside my organization check box and type the body of your autoreply. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages. Note: You will need to set this message separately from Inside My Organization. Choose OK. This is an optional step that you may find useful.

    Adding Rules

    You may also add rules to your out of office autoreply. By adding a rule, you can specify that a different action be taken depending on the sender or the email message you receive. For example, you may choose to have all messages received by your specific department delivered to a particular folder; choose to have a mail template (email message) as your reply to the sender; and/or send a specific message to a specific sender.

    1. Choose the Rules button in the lower left corner of the Automatic Replies window and select Add Rules.
    2. Under When a message arrives that meets the following conditions, specify the conditions that the message must meet for the rule to be applied.
    3. If you want to specify more conditions, choose Advance, enter or select the options that you want, and choose OK.
    4. If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.
    5. Under Perform these actions, select the actions that you want; you can select more than one action. Choose OK three times to save and apply the rule.

    We may request cookies to be set on your device. We use cookies to let us know when you visit our websites, how you interact with us, to enrich your user experience, and to customize your relationship with our website.

    Click on the different category headings to find out more. You can also change some of your preferences. Note that blocking some types of cookies may impact your experience on our websites and the services we are able to offer.

    These cookies are strictly necessary to provide you with services available through our website and to use some of its features.

    Because these cookies are strictly necessary to deliver the website, refuseing them will have impact how our site functions. You always can block or delete cookies by changing your browser settings and force blocking all cookies on this website. But this will always prompt you to accept/refuse cookies when revisiting our site.

    We fully respect if you want to refuse cookies but to avoid asking you again and again kindly allow us to store a cookie for that. You are free to opt out any time or opt in for other cookies to get a better experience. If you refuse cookies we will remove all set cookies in our domain.

    We provide you with a list of stored cookies on your computer in our domain so you can check what we stored. Due to security reasons we are not able to show or modify cookies from other domains. You can check these in your browser security settings.

    These cookies collect information that is used either in aggregate form to help us understand how our website is being used or how effective our marketing campaigns are, or to help us customize our website and application for you in order to enhance your experience.

    If you do not want that we track your visit to our site you can disable tracking in your browser here:

    We also use different external services like Google Webfonts, Google Maps, and external Video providers. Since these providers may collect personal data like your IP address we allow you to block them here. Please be aware that this might heavily reduce the functionality and appearance of our site. Changes will take effect once you reload the page.

    Google Webfont Settings:

    Google Map Settings:

    Google reCaptcha Settings:

    Vimeo and Youtube video embeds:

    The following cookies are also needed – You can choose if you want to allow them:

    News & Events

    How to set up an out of office reply on outlook. com

    Posted in: Tech Tips, Working Remotely

    Out of Office replies can be turned on very easily and even timed to expire at a designated time. But did you know you can customize your OOF so that some people do not get the auto reply, or that they get a customized reply different than the rest of the group? The steps below will show you how.

    • Click File tab and click the Info tab in the menu.
    • Click Automatic Replies (Out of Office).

    How to set up an out of office reply on outlook. com

    • In the Automatic Replies dialog box, select the Send Automatic Replies check box.
    • If you want to specify a set time and date range, select the Only send during this time rangecheck box. Then set the Start time, and then set the End time.
    • Click on Rules… button in the left bottom part of the Automatic Replies dialog
    • Click on Add Rule….
    • Click on the From… button and select all the people that you want to exclude from your auto reply.

    How to set up an out of office reply on outlook. com

    • Click on Advanced button on the left and select Only items that do not match these conditions. Click OK to close Advanced Windows.

    How to set up an out of office reply on outlook. com

    • On Edit Rule windows, select the Reply with option and click on the Template…. Compose the message that you want to be sent as your Out of Office message in Template Press Save & Close when you have composed your message.
    • Remarks: 1. Don’t forget to type the subject; 2. You can leave the To line.
    • Press OK to close Edit Rule The rule is activated. The out of office assistant will not reply to certain addresses which set in the rule.

    How to set up an out of office reply on outlook. com

      • About the Bar
      • About The Bar Home
      • Frequently Asked Questions
      • President’s Welcome
      • The Florida Bar Board of Governors
      • Committees
      • Sections / Divisions
      • Board Certification
      • Florida Voluntary Bars
      • Florida Registered Paralegal Program
      • Diversity / Inclusion
      • Strategic Plan / Research
      • Leadership Academy
      • Contact The Florida Bar
      • News & Events
      • News & Events Home
      • Florida Bar News
      • Florida Bar Journal
      • News Releases
      • Social Media
      • Daily News Summary
      • Calendars
      • Meetings & Conventions
      • Media Resources
      • Forms & Publications
      • For the Public
      • Public Home
      • Lawyer Referral Service
      • Attorney Discipline
      • Consumer Information
      • Pro Bono & Legal Aid
      • Pro Hac Vice/Limited Appearance
      • Unlicensed Practice of Law
      • Legal/Civics Education
      • Speakers Bureau
      • Clients’ Security Fund
      • Prepaid Legal Services
      • For Our Members
      • Members Home
      • Benefits / Discounts
      • Continuing Legal Education
      • Fastcase Login
      • LegalFuel
      • Health and Wellness Center
      • Lawyers Advising Lawyers
      • Legislative Activity
      • Appointments and Applications
      • Join Lawyer Referral Service
      • Pro Bono Service and Reporting
      • Florida Lawyers Assistance
      • Directories
      • Directories Home
      • Lawyer Directory
      • Authorized House Counsels
      • Certified Foreign Legal Consultants
      • Law Faculty Affiliates
      • Florida Registered Paralegals
      • Courts
      • Legal Groups
      • Judicial Nominating Commissions
      • State of Florida
      • Federal Government
      • Rules, Ethics and Professionalism
      • Rules, Ethics and Professionalism Home
      • Rules Regulating The Bar
      • Ethics
      • Henry Latimer Center for Professionalism

    ‘To inculcate in its members the principles of duty and service to the public, to improve the administration of justice, and to advance the science of jurisprudence.’

    By Justin – Get free updates of new posts here

    This article gives you a more in depth description of how to setup an Outlook autoresponder that was suggested in our past article, 7 Amazing Ways to Manage Your Email Inbox.

    Setting up the autoresponder is great when the office is busy, or if you’re lucky enough to be going on vacation. It’ll give you more time to reply by letting people know you won’t be able to get to their emails right away but you’ve received them. I’ll also explain how to send out the automatic response to all emails or only specific ones.

    Note: if your email is not run by a Microsoft exchange server, the you must leave your computer turned on and Outlook running for the automated replies to be sent. If you’re not sure if your email is setup in this way, ask your IT department. If you don’t have an IT department, then your email isn’t likely setup on an MS Exchange server and you should leave your computer on.

    Step 1: Create a message template

    1. On the File menu, point to New, and then click Mail Message.
    2. On the Options tab, in the Format group, click Plain Text.
    3. In the message body, type the message that you want to send as your automated reply.
    4. In the message window, click the Microsoft Office Button and then click Save As.
    5. In the Save As dialog box, in the Save as type list, click Outlook Template (*.oft).
    6. In the File name box, type a name for your message template, and then click Save.

    Step 2: Create a rule to automatically reply to new e-mail messages

    Do the following:

    1. On the Tools menu, click Rules and Alerts.
    2. In the Rules and Alerts dialog box, click New Rule.
    3. 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?, select the sent only to me check box and any other criteria that you want, and then click Next.
    5. When you see a dialog box informing you that this rule will be applied to every message that you receive, click Yes.
    6. Under What do you want to do with the message?, select the reply using a specific template check box.
    7. Under Step 2: Edit the rule description (click an underlined value), click a specific template.
    8. In the Select a Reply Template dialog box, in the Look In box, click User Templates in File System.
    9. Select the template that you created in the previous section, and then click Open.
    10. Click Next.
    11. Optionally, select the check boxes for any exceptions to the auto-reply rule.
    12. Click Next.
    13. Under Step 1: Specify a name for this rule, type a name for the auto-reply rule, and then click Finish.

    The reply using a specific template rule in the Rules Wizard sends your automated reply only once to each sender during a single session. This rule prevents Outlook from sending repetitive replies to a single sender from whom you receive multiple messages. During a session, Outlook keeps track of the list of users to whom it has responded. If you exit Outlook and then restart it, however, the list of the senders who have received automated replies is reset.

    You’re going on vacation and want to send automatic replies from Microsoft Outlook? This is how you set up an automatic reply to let your customers, partners and co-workers know that you can’t read their email and when you’ll be back.

    How to check the Microsoft Outlook Version

    Microsoft Outlook allows you to set automatic replies. But the way you do that varies from one Outlook version to another. First, you should check the version of your software.

    1. In the ribbon above your inbox: is there a tab called “Tools”? If you can’t see one, you probably have a newer version or Outlook for Office 365. Click “File” and then “Info” and check if you get an image like the picture below.
    2. If you have a tab called “Tools” and you click it, is there an option “Out of Office Assistant”? Older versions (Outlook 2003, 2007) have this option.
    3. You see the “Tools” tab, but there’s no “Out of Office Assistant”? That means you’re probably using a non-exchange account. In this case, you’ll set the automatic reply by using the option “Rules and Alerts”.

    How to set up an out of office reply on outlook. comScreenshot of Microsoft Outlook: How to set an out-of-office reply (c) Screenshot

    5 Steps how to set an out-of-office reply in newer versions of Microsoft Outlook

    If you have an Outlook version without the “Tools” tab and get an image like the one above, you are using a new version of Outlook or Outlook for Office 365. In this case, this is what you must do:

    1. Click “File” and then “Info”.
    2. Choose the option “Automatic replies (Out of office)”.
    3. Activate this option by selecting “Send automatic replies”. You can also check the option to send the message only during a certain period of time. Set the start time and the end time. If you don’t set a time range, you’ll have to deactivate the automatic replies manually.
    4. Write the text you want other people to get as an automatic answer to their emails. There are two tabs: “Inside My Organization” and “Outside My Organization”. You can use the same text for both or write different replies. And you can also format the text.
    5. Click “Ok” on the bottom right when you’ve finished.

    Important: You can set a time range when the message will be sent – but the receiver can’t see the end date. This means: if you want people to know when you’ll be back, you must write that in your text.

    How to set up an out of office reply on outlook. comScreenshot of Outlook: Settings for out-of-office replies (c) Screenshot

    Automatic replies in older Outlook versions

    In older versions, setting an automatic reply works in a similar way. You just have to use the out-of-office assistant.

    • In the ribbon, click “Tools” and then “Out of Office Assistant”.
    • Check the option “Send out of office auto-replies” and set the time range if needed, in Outlook 2007. Or the option “I am currently out of office”, in Outlook 2003.
    • Write the text that you want to be sent as an answer. In Outlook 2007, you can have two different texts, for your organization or for people outside your organization.
    • Click “Ok” on the bottom right.
    • Important: In Outlook 2007, you can set a time range when the message will be sent. But the receiver can’t see the end date. If you want people to know when you’ll be back in the office, mention the return date in your text.

    Automatic replies using “Rules and Alerts” (non-exchange accounts)

    If there is no option to set an automatic out-of-office reply at all, you can still send one. But it’s a bit more complicated:

    • First, you must save a template containing the text you want to be sent (when you’ll be back, who’s the contact person while you are gone etc.). Start by writing a new email.
    • In the new email, write the text that you want Outlook to automatically send while you are on vacation. But, instead of sending the email to someone, you must save it.
    • Click “Save as”. From the dropdown menu, choose “Outlook Template” and a destination where you want the template to be saved.
    • To set the automatic reply, click “File” (newer versions) or “Tools” (older versions) to find the option “Rules and Alerts”.
    • Click “Rules and Alerts” and then “New Rule”.
    • Now you see a window with many options. Click “Apply rule on messages I receive”.
    • If you don’t see this option in your list, click “Check messages when they arrive”.
    • The next step is to check to whom this rule applies: “Which condition(s) do you want to check?”. If you want the message to be sent to everyone who contacts you, don’t check anything and just click “Next”. And then “Yes” if you are beeing asked if this should apply to all messages.
    • Now, you’ll be asked what you want to do with the message. Check the option “reply using a specific template” (Step 1). Step 2: Click “a specific template” and choose the template you’ve saved at the beginning.
    • Click “Next”. Then add exceptions, if needed. Click “Next” once again.
    • In the next window you must specify a name for the rule. And check “Turn on this rule” if you want to activate it right now.
    • Click “Finish”.

    How to set up an out of office reply on outlook. comMicrosoft Outlook Rulez Wizard (c) Screenshot

    Out-of-office reply, also called automatic reply, is a very useful feature in Microsoft Outlook to send automatic replies to the people who sent you e-mails. It is useful in keeping the senders updated with your availability. This feature is present in Outlook 2013, Outlook 2016, Outlook 2010 and even in the older versions of Microsoft Outlook. It is commonly referred to as an out-of-office reply; however, it can be used in many other situations as well.

    Out of Office Reply Feature only works with Exchange Accounts. If you don’t have an exchange account, then you will need to set up rules to do this for you as discussed below.

    Setup Out-of-Office Reply in Outlook 2013, 2016 and 2010 with Exchange accounts

    1. In Microsoft Outlook, click File, Info.How to set up an out of office reply on outlook. com
    2. And then select Automatic Replies (Out of Office).How to set up an out of office reply on outlook. comNote: If the Automatic Replies (Out of Office) option is not available, you are not using an Exchange account. Please refer to the next section to know about setting automatic replies in non-exchange accounts.
    3. Check the Send Automatic Replies check box. If you want to set start time and end time for automatic replies, check the Only send during this time range check box, and set start and end date and time.
    4. In the tab labeled Inside My Organization, type the text message you want to send as a reply if someone emails you within the organization.
    5. In the tab labeled Outside My Organization, check the Auto-reply to people outside my organization checkbox and select one of the radio button options labeled as My Contacts only or Anyone outside my organization.

    The automatic reply feature will be automatically deactivated after the specified date and time. However, if you want to deactivate the auto-reply before this, you can access the automatic replies settings again and choose the Do not send automatic replies radio button.

    Setup Out-of-Office Reply in Outlook 365 Online (Web Based)

    If you are using Outlook 365 on the web, follow the steps outlined below to set out-of-office reply

    1. Open the Outlook in your web browser and log in to your account.
    2. Click on the gear wheel button at the top of the page to access settings.
    3. Click Automatic Replies and click Send automatic replies radio button.
    4. Set the date and time for automatic replies if required.
    5. Type your message.
    6. Click Save when finished.
    7. Setup Out-of-Office Reply in Outlook 2013, 2016 and 2010 with All Other Accounts

    If you are using non-exchange email accounts, which falls into other categories where the account type would usually be a POP or IMAP, for example, @outlook.com, @aol.com, @live.com, etc. You can simulate the automatic replies functionality by combining an Outlook email template with Outlook rules.

    1. Click Home and then New Email. Type the message you want to send as an automatic reply.How to set up an out of office reply on outlook. com
    2. Click File ->Save As; in Save as Type drop-down list, choose Outlook Template.How to set up an out of office reply on outlook. com
    3. Type any name for the template and click Save.How to set up an out of office reply on outlook. com
    4. Now that you have created an auto-reply template, you need to create a rule to auto reply to new email messages.
    5. Click Rules, and then Manage Rules & Alerts.How to set up an out of office reply on outlook. com
    6. Click New Rule in the Rules and Alerts dialog box. Click Apply rules on messages I receive under Start from a blank rule, and click Next, and Next Again.How to set up an out of office reply on outlook. com
    7. Check Reply using a specific template under What do you want to do with the messages -> Click a specific template,How to set up an out of office reply on outlook. com
    8. In the Look In box in Select a Reply Template dialog box, click User Templates in File System. A standard select file dialog box will appear. Point to the auto-reply template you have created in the first step. Click Next, Next, Finish, and Apply.How to set up an out of office reply on outlook. com

    Note: For this method to send auto-replies, the Rules Wizard needs that Outlook must be running and it should be configured to check for new messages periodically. By default, Outlook is set to check new messages periodically.

    To prevent the Outlook from sending repetitive replies to your email senders, the Rules Wizard will send one reply per sender during each session. A session starts when you start Outlook and ends when you close the application.

    Remember to turn off the rule after it is not needed anymore. Otherwise, it will keep sending auto-replies.

    Albert Costill

    Wednesday, December 19th, 2018

    This productivity and politically correct hack is for when you’re on vacation, a business trip, or unavailable for other reasons. If you’re using Outlook you can create an automatic out-of-office message for email replies. This message lets your email contacts know that you’re not in the office and when you’ll return. Did you also know that you create out-of-office messages in your Outlook Calendar? If not, then you can refer back to this article the next time you’re unavailable.

    Using the “Automatic Replies (Out of Office)” and “Out of Office Assistant.”

    If you have an Exchange account (and are running Microsoft Office Outlook 2019, Outlook 2016, 2013, 2010 and Outlook for Office 365) then you can use the “Automatic Replies (Out of Office)” and “Out of Office Assistant.” Here are a few other office 365 shortcuts to help you.

    Setting this feature doesn’t have to be overly complicated.

    • Go into your account and click-on the “File” tab.
    • Next, you’ll need to click on “Info” tab menu.
    • Then “Automatic Replies (Out of Office).”
    • When you see the dialog box, go ahead and select the “Send Automatic Replies” check box.

    What if you want to specify an exact set time and date range? You can choose the “Only send during this time range” check box.

    • Then, set your desired start and end times.

    When you arrive in the “Inside my organization” tab, you can type your personalized message that will be sent to anyone within your organization. For those outside of your organization, go into the “Outside my organization” tab to type your message that you want to be automatically sent. These automatic replies will run during the time range you’ve previously set.

    Outlook also allows you to specify rules. For example, you can create a rule that would only allow emails from your boss or business partner to get through. However, you can still prevent messages coming in from less important contacts.

    When you’re in the automatic replies dialogue box, simply click the “Rules” button found at the bottom left corner. Next, just follow the steps to specify the criteria for your rules, such as “from,” “sent to,” “subject,” and certain phrases in the email message.

    Creating an Outlook out-of-office calendar entry.

    Microsoft also gives you the chance create an out-of-office calendar entry.

    If you’re using the Outlook app, you can do this by doing the following:

    • Open the app and click on the Calendar button at the bottom left corner.
    • In the left pane, select the calendar that want to create the new entry for.
    • Select a day within the calendar.
    • Within the “Home” tab, you’ll want to click on the “New Appointment” button.
    • When in the “Subject” field, add a descriptive title for the event.
    • Next, you can use the “Start time” picker to choose the day you’ll be away.
    • Then, use the “End time” picker to select the day when you’ll be returning.
    • Check the “All day” event option.
    • When in the “Event” tab, you can use the “Show As” drop-down menu, to select the “Out of Office” option. If you like, you can create a custom message.
    • Finally, click the “Save & Close” button.

    After you’ve completed the steps above, those who can access your shared calendar will be able to see when you’ll be away from work.

    • On your Outlook web browser, log into your account and go into your calendar.
    • Next, click on “New” to create a new event.
    • Under “Details” you can then select the days when you’ll be unavailable, just like you did with the app. You can also generate your custom message here as well.

    Use the default Mail & Calendar app on Windows 10?

    • Open the app and click on the “Calendar” button.
    • When you create a “New Event,” you can add a title and the days you’re gone.
    • When you arrive at the “Home” tab, select the “Out of Office” option, and create your custom message.

    Tips and tricks for out-of-office message in Outlook.

    When creating your out-of-office message in Outlook, you’ll want to include a brief greeting and the exact days that you’ll unavailable.

    Don’t let others know where you are, unless it’s relevant to your business. Then you can note that where you are, such as: Looking forward to seeing you all at the conference. Or list an industry conference.

    While you don’t need to provide an exact time-frame, your response can also state when others can expect to hear back from you. You can also tell them who to contact in case there is an emergency.

    • How to set up an out of office reply on outlook. com
    • Configure the message to be inserted in Out of Office replies.

    How to set up an out of office reply on outlook. com

    Set-up & send Out of Office Outlook emails using various rules & options. Version 3 was just released! Download it now | What’s new on v3

    “Out of Office” Outlook Autoresponder

    Auto Reply Manager is the perfect Outlook “Out of Office” autoresponder solution to let people know that you received their message but you are out of office for a while. Being fully integrated with Microsoft Outlook, Auto Reply Manager helps you easily enable or disable auto replies in Outlook, with just a couple of clicks, right from the familiar Outlook interface.

    Auto Reply, Forward or Redirect Emails in Outlook

    Not only that you can use Auto Reply Manager to auto reply to incoming emails, but you can also automatically forward or redirect messages. Using keywords and filters, you can distribute important emails to other people that can handle them immediately, without a single click!

    Advanced Rules for Automatic Outlook Emails

    Auto Reply Manager lets you decide the automatic action (reply, forward, redirect) based on several filters, such as: date/time periods, email subject or content keywords, sender’s email address or domain, Outlook folder where the message is received, email account where you received the email, etc. Even more, you can choose to delay automatic emails.

    For example, you can setup Auto Reply Manager to auto reply with an “Out of Office” Outlook email message after 10 minutes since an email is received from a certain contact, in the “Business” mail folder, between 9PM and 7AM and only if the email subject contains the word “urgent”.

    Automatic Reply Templates in Outlook

    Auto Reply Manager lets you create as many automatic reply templates as you need. You can use the template editor to write your reply templates in Outlook and you can choose to trigger these auto reply templates based on multiple filters (date/time, keywords, email address, Outlook mail folder etc).

    Logging System

    Auto Reply Manager records its own automatic actions so you can easily see the activity history without leaving Outlook. You can see when and to whom the out of office email was triggered and you can pause and resume your out of office Outlook action.

    Out of Office Outlook Integration

    Unlike other out-of-office modules that work at the server level, Auto Reply Manager works from within your Outlook desktop program so you can easily change its settings without requiring mail server administration knowledge or admin rights.

    This feature is also useful if you change your e-mail address; if someone sends a message to your old address, an auto-reply with your new address can be posted.

    To create an auto-reply during a vacation, sick leave, or other cases, you need to create a message model to send in return, saving it as a template.

    1. On the Home tab, in the New group, click New Email to create a new mail message (or click Ctrl+N):

    2. Leaving the To field blank, type the auto-reply’s subject into the Subject field and type the text you want to appear in the message body.

    3. In the message window, click the File tab, and then click Save As:

    4. In the Save As dialog box:

    • Click the down arrow next to the Save as type field and choose Outlook Template (*.oft)
    • Type a filename for your message in the File name field
    • Then click Save.

    How to set up an out of office reply on outlook. com

    5. Click the Close button on the message window to close the message.

    6. When prompted to save the email, click No.

    To create a rule to automatically reply to new e-mail messages, do the following:

    1. On the Home tab, in the Move group, click Rules, and then click Manage Rules & Alerts. :

    2. In the Rules and Alerts dialog box, click New Rule. :

    3. Outlook launches the Rules Wizard. You can create rules using another rule as a template or by starting with a new rule. For automatic responses to incoming messages, click the Apply rule on messages I receive option, and then click Next:

    How to set up an out of office reply on outlook. com

    4. The wizard displays the conditions dialog for the new blank rule. Select the where my name is in the To box check box (this option limits the scope to the direct messages) and any other criteria that you want, and then click Next >.

    How to set up an out of office reply on outlook. com

    5. Select the action to take when the conditions are met by checking the appropriate checkbox. For an auto-reply, check reply using a specific template.

    How to set up an out of office reply on outlook. com

    6. In the Step 2 area, click the a specific template link to select the template message to use.

    7. In the Select a Reply Template dialog box, open the folder that contains the template you want to use, click the template to select it, and click Open.

    8. The rule conditions and actions are listed. Click Next >.

    9. In the wizard screen that appears, you can click any of the various checkboxes to specify any exceptions, but none are needed for the auto-reply. Click Next >.

    10. Outlook displays a complete mail rule. In the Step 1: Specify a name for this rule field, type a name for the auto-reply rule, and then click Finish.

    You can build a wide variety of message rules by selecting the appropriate conditions and actions. For instance, as actions, you can choose to forward a message, move it, mark it as important, and so on.

    Note: The reply using a specific template rule in the Rules Wizard sends your automated response only once to each sender during a single session. A session is each time you start Outlook until you exit the application. This rule prevents Outlook from sending repetitive replies to an individual single sender from whom you receive multiple messages. During a session, Outlook keeps track of the list of users to whom it has responded. If you exit and then restart Outlook, however, this is considered a new session and the list of the senders who have received automated replies is reset.

    If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

    How to set up an out of office reply on outlook. com

    How to create autoreply Out-of-office for non-Exchange account

    How to set up an out of office reply on outlook. com

    How to auto respond for some messages

    How to set up an out of office reply on outlook. com

    Auto-Reply for all messages without subject

    • Facebook
    • Twitter
    • Pinterest
    • Privacy
    • Terms
    • Contact

    We use cookies to personalise content and ads, to provide social media features and to analyse our traffic. We also share information about your use of our site with our social media, advertising and analytics partners who may combine it with other information you’ve provided to them or they’ve collected from your use of their services.

    This article will show you how you can set up an autoresponder for Outlook 2016, 2013 and 2010 based on the day of the week. This method is not perfect by any means however it will allow you to achieve the goal just the same. These methods work well for staff members who only work a few days of the week and keep on forgetting to turn on their out of office at the end of the day.

    Solution 1 – Outlook with Exchange / Office 365 Mail

    In this solution we will look at how you can set up autoresponders in your Outlook which are run from the exchange server. There is one caveat with this method however and it will be based on the time zone of your exchange server. If you are using Office 365 it is quite possible that your mail servers time is on Greenwich mean time +0 so this method won’t work if you are on Office 365 and located across the world. If you’re in this boat you can try the alternative solution below.

    What we are going to do is set up a series of Exchange based rules in our Outlook based on the internet headers of incoming messages. As this is an advanced topic we will assume that you have a higher than average level of computer knowledge and will skip the basic commands.

    Step 1

    Before we go any further we need to see what the time zone of our Exchange server is. An easy way to do this is to open up any email message in outlook, click on file and then properties.

    Looking at the internet headers we can see that the server’s time zone is +0000. If you’re local computer is too far away from this it’s not going to produce accurate results. Realistically however a few hours either side of this will work for what we are going to achieve as most people don’t work throughout the night.

    Step 2

    How to set up an out of office reply on outlook. com

    Whilst we are in the Internet headers, copy to a text document the bit which is highlighted above. In this example we are going to copy Transport; Wed,

    Close the properties page

    Step 3

    We are now going to create a series of rules in Outlook for the specific days we wish to send an auto reply on.

    Open up your Outlook Rules and create a rule with the following settings:

    Apply rules on messages I receive

    With specific words in the message header

    Copy and paste the text we saved before in the specific words – add any other days you wish at the same time

    Have the server reply using a specific message

    Click on Specific Message – Leave To, CC and BCC blank. Enter your response in the Subject and Main Text Area

    How to set up an out of office reply on outlook. com

    Click on Save and close

    It should look something like this

    From here you can add any exceptions etc… and then click on Finish.

    Notes: As mentioned above, this won’t work for those whose physical location is too far away from their exchange server.

    Alternative Solution – Outlook with Exchange – When the Time Difference Too Great

    If the server that receives your mail is on a time zone different to your location you still can set up the Out of Office Replies for specific days of the week, issues may arise however if you receive a lot of correspondence internationally as we will be setting up the Out of Office messages based on the SENDING computer / server’s time. This shouldn’t be a problem however if most of your correspondence is in the same country.

    What you will need to do is set up your Out of Office Auto Replies exactly as per the solution above however we will need to use a different snippet of text from the message headers, the one that starts with Date:.

    How to set up an out of office reply on outlook. com

    As per this image this is the sending computers date.

    Conclusion

    Whilst these are not perfect ways of setting up Out Of Office Auto replies for specific days of the week and may not suit everyone as there is the potential for something to slip through the cracks if times are incorrect, for people that only work part time it might just help someone out.

    Whether you’re on vacation, on a business trip, sick, or not contactable for other reasons: an automatic out-of-office reply informs your e-mail contacts about your absence. Depending on your needs, you can also use Outlook auto reply to refer the query to a colleague who is covering for you during your absence. The wording of the ideal out-of-office e-mail depends on the context.

    If you’ve already created the text for your out-of-office message, you usually want to generate it as an automatic reply in your e-mail program. In Outlook, you can specify who gets your out-of-office reply and set up rules ahead of time so that e-mails from designated people are answered differently than other contacts. We’ll show you how to set out-of-office in Outlook according to your needs.

    Hosted Exchange with IONOS

    The prefect solution for your business! Get the world’s leading email and calendar solution together with secure hosting from a single source!

    1. Setting up Outlook out-of-office reply
    2. Specifying rules when setting up out-of-office in Outlook

    Setting up Outlook out-of-office reply

    Most of Outlook’s important functions are found in this overview

    Following these easy steps, you’ll learn both the basic and advanced options for how to create an out-of-office message. In Outlook, begin by clicking “File” in the top left corner. This will bring up a menu window with your account information and some options.

    Click on the “Automatic Replies (Out of Office)” button. This opens a new window.

    Out-of-office reply is easy to set up in Outlook

    You can enable the automatic reply function in this window and set a time for Outlook to send your out-of-office message. If your absence is effective immediately, simply leave the “Only send during this time range:” box unchecked.

    There are two tabs above the message box which allow you to set up different Outlook away messages for internal and external contacts. Any e-mail contacts who share the same domain (after the @) with you will receive the automatic reply for “Inside My Organization.”

    It may be useful to set up separate out-of-office messages for external contacts and colleagues

    All other contacts will receive the out-of-office reply you designated on the right tab. If you prefer the replies to be identical, simply copy (Ctrl C) and paste (Ctrl V) the message from the first tab into the second tab (note that right-click copy and paste is disabled in the out-of-office assistant). You might prefer using different replies, a more casual or light-hearted one for colleagues, and a strictly professional tone for clients, for example. You can also specify that only people in your address book receive an automatic response.

    When your out-of-office reply messages are ready to go, click “OK.” Your automatic reply, including the out-of-office message, is now scheduled in Outlook.

    Professional Email Address & Personal Domain Name

    Get an email address as professional and unique as you are including a free matching domain!

    Specifying rules when setting up out-of-office in Outlook

    On vacation and don’t want to see e-mails from colleagues or customers, but want to be available for your boss in case something urgent arises? Waiting impatiently for an answer from a sales partner and want to see it right away? Want to at least be available to your department? Outlook can accommodate such instances in “Automatic Reply Rules.” Just click the “Rules” button in the bottom left corner of the automatic replies dialogue box.

    In this overview, you can follow easy steps to set rules for automatically replying to e-mails

    With “Add Rule,” you can now follow the easy steps to define rules for specific e-mail contacts.

    Outlook offers an extensive menu of options for setting specific rules for automatic replies

    From top to bottom, you can specify the following criteria to set up your reply rules:

    • From…: Here you can designate specific contacts. Outlook then responds to e-mails from these contacts according to the rules you set. You can also click the button to select contacts from the address book.
    • Sent To…: This can specify categories of e-mails in which you are one of the addressees, e.g. as a member of a distribution list such as a listserv. You can also specify whether only e-mails addressed directly to you are subject to the special rules and/or e-mails that are sent to you in cc.
    • Subject: If the subject contains certain words (such as “Important”), the response will be generated according to your specified rule.
    • Message body: You can also set up a specific response in cases where certain phrases (for example, “urgent answer” or the name of a particularly important project) appear in the body of the e-mail.

    The following actions are available:

    • Alert with: This option specifies that certain e-mails will generate a specific additional reply. This can even include a sound effect.
    • Delete: E-mails that meet your predetermined criteria will simply be deleted when you select this action.
    • Move to: This allows you to move e-mails to another folder entirely, which is useful if you want to store certain e-mails in one place.
    • Copy to: A copy of the relevant e-mail will be sent to a specified folder while also leaving the original in the main inbox.
    • Forward: Forwards specific e-mails to another address, e.g. to your personal e-mail. Under “Method” you can choose between three display options: “Standard,” “Leave message intact,” or “Insert message as an attachment.”
    • Reply with: This can be used to set up an individual out-of-office reply to specific e-mails. Write the text like an e-mail in a new dialogue box.
    • Custom: This option allows you to upload special implementation templates. This is intended for experts.

    Once you’ve mastered the basics, you might want to learn how to set out of office in Outlook using the “Advanced” button at the top right. This allows you to set more specific rules.

    Outlook offers extensive options for special rules for automatic responses

    To set an Out of Office auto-reply using the Outlook web app:

    1. Click the Settings cog icon in the top-right of the web app.
    2. Click “View all Outlook settings” at the bottom of the flyout settings pane.
    3. In the Settings dialog which appears, click Email > Automatic Replies using the left sidebars.
    4. Enable the “Turn on automatic replies” checkbox and fill out your message.

    It’s the time of year when you’re getting ready to walk out of work and head home for the holidays – even if, in physical terms, they may be one and the same these days. The last obstacle to starting your festive break is setting the out-of-office reminder – here’s how to do it in record time within Outlook on the web.

    First, click the Settings icon in the top-right. The Settings flyout will appear from the right of the screen. Click “View all Outlook settings” at the bottom of the pane, then “Automatic replies” within the Settings dialog which appears.

    How to set up an out of office reply on outlook. com

    Click the “Turn on automatic replies” toggle button to enable your out-of-office message. A text box will appear enabling you to write the content of your message. Work and school users will see two text boxes, enabling separate messages to be defined for people emailing you from inside and outside your organisation.

    How to set up an out of office reply on outlook. com

    You can optionally set a time period to activate the out-of-office reminder within. This means you won’t have to remember to turn off the feature yourself when you return to work. Click the “Send replies only during a time period” checkbox and then select the start and end date and time using the pickers.

    Click the “Save” button in the bottom-right of the Settings dialog to apply your changes. You can now take your break, safe in the knowledge that out-of-office reminders will be sent to any prospective correspondents who might frequent your inbox while you’re away.

    Last Updated: October 2019

    Applicability: Office 365 / 2019, 2016, 2013. Windows and macOS.

    Here’s a question we got from Dorothy:

    Hello! i work as a travel agent and my availability is of utmost important to my customers. Every now and then, i am away from office due to vacations, and i would like to ensure my customers are aware of that and stuff doesn’t fall through the cracks. In the past, I used to work for a company, and i remember that there was a trick to set an out of the office auto-responder there. I now work from home and use Outlook.com and Gmail on Microsoft Outlook 2019, is there a way to setup an out of the office rule to notify others that i am away?

    Thanks for your good question and good luck with your new business.

    You can easily define auto reply texts when out of the office using Rules. In this tutorial we’ll explain how to do that in Windows and then in the macOS. Readers can put this in practice in order to have Outlook reply automatically in case they are away for vacation, or any other leave of absence.

    For completeness we have added a short section on how to use Outlook on Exchange to send OOTO replies.

    Setting Auto replies on Windows

    Using Rules

    If you are using Gmail or Hotmail/Outlook.com on Outlook, you’ll need to use Rules to setup your autoresponder.

    Please proceed as following:

    • Open Outlook.
    • First off, define an Outlook message template that will be sent when absent. This post has all information you need to setup your template.
    • Next, in the Email tab, hit on the Rules button.
    • Select Manage Rules and Alerts.
    • The Rules Wizard will open up.
    • Hit the New Rule… button
    • Then select Apply rules on emails i receive.

    How to set up an out of office reply on outlook. com

    • Hit Next.
    • Specify is you would like to have this out of the office rule apply to specific emails.
    • Hit Next if you want the rule to apply to all incoming messages.
    • Now check the Reply using a specific template rule.
    • In the lower pane hit the specific template link.

    How to set up an out of office reply on outlook. com

    • Browse your computer for the email template you defined in the first step of this tutorial.
    • Note: The templates are saved as oft files.

    How to set up an out of office reply on outlook. com

    • Once found your template, highlight it and hit Open.
    • Hit Next.
    • Define any exceptions to your rule as needed.
    • Hit Next.
    • Provide your rule a meaningful name, as shown below

    How to set up an out of office reply on outlook. com

    • When done, hit Finish.
    Deactivating rules

    Note: Please remember that you’ll need to deactivate your rules when back from your vacations or leave of absence; otherwise your automatic emails will continue to be sent.

    If you want to disable your replies, proceed as following:

    • Open Outlook
    • Hit Rules
    • Hit Manage Rules and Alerts
    • Uncheck any rules that you would like to deactivate.
    • When done, hit Apply.

    Using Exchange

    If your company is using an Exchange Server, then the configuration process is very simple:

    • Open Outlook.
    • Hit File.
    • Now hit the Automatic Replies button (note that you’ll need to be connected to Exchange to set those up).
    • Now define your auto reply for senders inside an outside your organization.
    • Hit OK when done.

    Out of the office replies on MAC

    If you are on macOS then the process is fairly simple, here are the steps:

    1. Open Outlook for macOS
    2. From the upper bar, navigate to Tools and ten choose Rules.
    3. The Rules dialog will open up.
    4. If you are using Gmail or Outlook.com/Hotmail, highlight IMAP in your left hand side.
    5. Hit on the + sign at the bottom of the dialog.
    6. Define your Rule name:

    How to set up an out of office reply on outlook. com

    1. In the Do the Following section select Reply and then hit the Reply Text… button.
    2. Now go ahead and define your out of the office reply text as shown below

    How to set up an out of office reply on outlook. com

    1. When done, hit OK.
    2. Check the “Do not Apply” and “Enabled” boxes and hit OK. Once back from your vacation remember to uncheck the Enabled button to deactivate the rule.
    3. You’ll rules dialog will look as following. Every incoming email will be automatically responded by Outlook.

    How to set up an out of office reply on outlook. com

    More readers questions

    Multiple auto replies for one mailbox

    We were asked whether you are able to set different automatic responders according to who sent the message. That’s possible,as the Outlook Rules Wizrd allows you to condition your email messages by several parameters:

    • by people,
    • whether you are in the TO or CC,
    • whether you are the sole recipient
    • Whether specific words show up in the subject or body
    • By email importance

    How to set up an out of office reply on outlook. com

    In order to use multiple replies, all you need to do is build different rules and then assign different Outlook reply templates to each.

    How do i know if my auto replies were sent?

    Good question, you’ll see your replies showing up as entries in your Outlook sent items folder

    Does it work when my PC is off?

    This is a very important question – the answer is that the rules you are defining in Outlook are client only, meaning that they will run only when Outlook is running. This is not the case if you are using autoreplies on Outlook on Exchange.

    Can i setup an Auto-Forward instead?

    When on PTO / vacation/ holidays or while travelling, you might choose to automatically forward your emails to other people so they are able to respond. You can use the Rules Wizard to define a specific rule to handle that.

    Can i add a picture to my auto reply message?

    On Windows, you are able to add rich text information to your replies, be it links, pictures and even animated gifs. You can also add your signature to all outgoing emails.

    In case of any additional questions, feel free to let us know. Hope it Helps!