Categories
Planning

How to set up an out of office reply in apple mail for mac

Apple’s native Mail application in macOS lacks a specific option for enabling out-of-office replies, but there is another way you can set them up on a Mac, and that’s with Rules. It’s worth bearing in mind at the outset that your Mac needs to be powered on for this out-of-office method to work. That’s because Apple Mail rules are only applied locally to incoming emails, and aren’t active on the server side.

If you’re looking for a longer term out-of-office solution, you’ll want to check out Vacation mode in iCloud Mail, which we cover in the second part of this tutorial.

How to Create an Out-of-Office Reply Using Mail Rules

  1. Launch the Apple Mail app.

From the menu bar, select Mail -> Preferences.

Select the Rules tab.

In the Rules dialog box that appears, click the Add Rule button and give the rule an identifiable description, such as “Out of Office Reply”.

Leave the default “any” selection in “If any of the following conditions are met”.

For the initial condition, select Account from the first dropdown menu, and then choose the email account that you want your out-of-office rule to apply to from the condition’s second dropdown menu.

In the second condition under “Perform the following actions:”, select Reply to Message from the dropdown menu.

Now click Reply message text. .

In the input window that appears, type the text you want to appear in the automatic response email that will be sent when you’re away.

Click OK to close the input window when you’re done.

Click OK to close the Rules dialog box.

WARNING! At this point, Apple Mail will ask if you want to apply the new rule to existing messages in your mailbox. Be very sure to respond to this question with a negative. In other words, click Do Not Apply, for the simple reason that clicking the alternative “Apply” option will cause Mail to send the automatic reply to all the messages currently sitting in your inbox, and you don’t want that!

  • Your out-of-office reply rule is now active. Leave things as they are and keep your Mac on, and all incoming messages to that account will be responded to automatically. To make the out-of-office reply inactive upon your return, simply uncheck the box next to the said rule. The next time you’re away, simply check the box again to reactivate it.
  • And that’s it. It’s worth noting that you can tweak the rule’s conditions to suit your needs – so that the out-of-office reply is only sent out to specific people, or only in response to emails with certain subjects, for example.

    How to Set Up Out-of-Office replies in iCloud Mail

    Unlike Apple Mail in macOS, ‌iCloud‌ Mail has a dedicated out-of-office feature called Vacation mode that you can enable remotely from any web browser.

    For obvious reasons, Vacation mode will only be useful to you if you have an ‌iCloud‌ email address. Other account holders looking for an out-of-office solution are better off using a third-party email client such as Mozilla Thunderbird. And with that caveat, here’s how to get Vacation mode in ‌iCloud‌ Mail up and running.

    Log in using your ‌iCloud‌ credentials and then click on the Mail icon.

    When your Mail screen loads, click the cog icon in the lower left corner of the window and select Preferences. from the popup menu.

    Click the Vacation tab and check the box next to “Automatically reply to messages when they are received”.

    Using the calendar dropdowns, click on a Start date and an End date between which you’d like your out-of-office replies to remain active.

  • Lastly, enter the text of your automatic reply into the input box, and then click Done.
  • Do you find yourself typing the same ol’ replies when using Mail in macOS? Not necessary, my friend. You can set up macOS Mail to respond automatically to incoming messages with a text you have pre-composed. It works well for an Out-of-Office Vacation message, but with Mac Mail’s extensive set of rules, you can auto-reply to just about anything, with anything.

    Here’s how to set up an auto-response message in Mail:

    1. Launch Mail on your Mac, then open Mail > Preferences.
    2. In the Preferences pane, click Rules, then select Add Rule.
    3. The following box will pop up:

    Rules

    Description:

    • Enter a Description for the new rule, such as “Gone to run” in the first line.

    If [any/all] of the following conditions are met:

    • A series of drop-down options will appear. Select “any” of the following conditions that are to be met in the second line.
    • In the third line, select an option in the drop-down list. You can choose from a variety of options such as the person whom the message is “From” to “Every Message.”

    [Contains]

    How to set up an out of office reply in apple mail for mac

    • In the fourth line, select from options:
      • contains
      • does not contain
      • begins with
      • ends with
      • equal to
    • Next to this dropdown, enter the email address you wish the rule to apply to.

    Perform the following actions:

    • Where you see Perform the following actions, select Reply to Message from the drop-down menu.
    • A new item, Reply Message Text, will show up. Tap this, then create your auto-respond message. Click OK when you’re done.

    Turn On Your Autoresponder

    • Open Mail > Preferences > Rules and check the box next to your newly-created autoresponder message to activate it.

    How to set up an out of office reply in apple mail for mac

    Turn Off Your Autoresponse

    • Select Mail > Preferences.
    • Go to the Rules category.
    • Make sure the rule corresponding to the autoresponse you want to disable is NOT checked in the Active column.
    • Close the Rules preferences window.

    Delete Your Autoreply

    • To delete any rules, go to Mail > Preferences > Rules
    • Select the autoreply or other rule you’d like to delete and click “Remove.”

    These instructions apply, for the most part, to other versions of macOS besides Catalina. However, I’m using Catalina on a 16-inch MacBook Pro for this tutorial.

    Вы можете настроить отправку автоматических ответов на входящие сообщения. Эту функцию можно использовать даже в том случае, когда вся входящая почта iCloud пересылается на другой адрес электронной почты.

    Отправка автоматического ответа

    В приложении «Почта» на сайте iCloud.com нажмите в разделе Список почтовых ящиков, затем выберите вариант «Настройки».

    Нажмите «Автоответ», установите флажок «Автоматически отвечать на полученные сообщения» и введите текст ответа.

    Задайте диапазон дат (необязательно); функция автоматического ответа будет действовать с первого и до последнего дня диапазона включительно.

    Пользователи, отправляющие в Ваше отсутствие несколько сообщений, получают по одному автоматическому ответу в 24 часа.

    Отключение автоматического ответа

    Если Вы не задавали диапазон дат при настройке автоматического ответа, его можно отключить вручную.

    В приложении «Почта» на сайте iCloud.com нажмите в разделе Список почтовых ящиков, затем выберите вариант «Настройки».

    Нажмите «Автоответ» и снимите флажок «Автоматически отвечать на полученные сообщения».

    Важно! Если место в хранилище iCloud закончится, Вы не будете получать новые сообщения. Перед отъездом убедитесь, что свободного пространства в почтовом ящике достаточно для получения новых писем.

    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 in apple mail for mac

    If you’re going to be out of the office for a while, whether for a vacation or a business trip, you can automatically let people know you won’t be reading or answering emails during that time using an out of office reply.

    Apple Mail does not have a built-in feature for out of office replies, but you can set up one or more rules to automatically send out custom replies to incoming emails. Here we’ll show you how to set up a rule to automatically send out a reply to any emails received in a specific account as an example.

    To begin, open Apple Mail and go to Mail > Preferences.

    How to set up an out of office reply in apple mail for mac

    On the Preferences dialog box, click “Rules” on the toolbar at the top.

    How to set up an out of office reply in apple mail for mac

    Click the “Add Rule” button on the Rules screen.

    How to set up an out of office reply in apple mail for mac

    Enter a name for the rule in the “Description” box. Chose “Any” in the next dropdown, and select “Account” in the dropdown below that. There are many conditions in that dropdown that you can use, such as checking whether the sender is in your contacts or not or checking that the To field has a specific email address.

    How to set up an out of office reply in apple mail for mac

    Select the account from which you want to send automatic replies from the dropdown to the right. Any email coming into the account we select will be replied to with an automatic reply.

    How to set up an out of office reply in apple mail for mac

    Under Perform the following actions, select “Reply to Message” from the dropdown.

    How to set up an out of office reply in apple mail for mac

    Then, click the “Reply message text” button.

    How to set up an out of office reply in apple mail for mac

    Enter the message in the box that you want to send out as an automatic reply to incoming email messages and click the “OK” button.

    How to set up an out of office reply in apple mail for mac

    Click the “OK” button on the Rules dialog box to close it.

    How to set up an out of office reply in apple mail for mac

    A dialog box displays asking if you want to run the new rule on existing messages in your mailbox. Click the “Don’t Apply” button. If you click the “Apply” button, the automatic reply will be sent for all messages already in your inbox, and you don’t want to do that. So, be sure you click the “Don’t Apply” button.

    How to set up an out of office reply in apple mail for mac

    The rule is added to the list and the box in the Active column is checked, indicating that the rule is active. If you are not going to be out of the office quite yet, uncheck the box next to the new rule you just created. When you are ready for your automatic reply to be sent out, you can come back to this window and check it.

    Close the Preferences dialog box by clicking the “X” button in the upper-left corner.

    How to set up an out of office reply in apple mail for mac

    As long as the rule is active, any email that is received in our HTG Email account is replied to with the custom message we set up. Each sender will receive the automatic reply every time they send you an email.

    NOTE: You must leave Apple Mail open on your Mac for the rule to run. If you close Apple Mail, the automatic replies will not be sent out, but they will be once you open Apple Mail again and receive email messages in your inbox for the account selected in the rule. That means if you close Apple Mail with the rule active before you leave, when you come back and open Apple Mail again, all the emails that you receive in your inbox will be automatically replied to at that point.

    How to set up an out of office reply in apple mail for mac

    You still receive all emails sent to you and each one will have a reply icon to the left of the subject line, indicating an automatic reply has been sent out for that message.

    How to set up an out of office reply in apple mail for mac

    Because you can’t set a date range for a rule, you must turn off the rule manually when you don’t want to run it anymore. So, be sure you uncheck the box for the rule when you get back from your vacation or business trip.

    Reply to incoming mail automatically

    How to set up an out of office reply in apple mail for mac

    • Tweet
    • Share
    • Email

    What to Know

    • Mail >Preferences >Rules >Add Rule > add Description > set up conditions >Reply to Message >Reply message text > add text >OK.
    • To disable, Mail >Preferences >Rules > uncheck rule in Active column.

    This article explains how to automatically reply to messages in macOS X Mail. Instructions apply to Mail running on macOS (up to and including Catalina, version 10.15) and OS X.

    Select Mail > Preferences from the menu along the top of the screen.

    How to set up an out of office reply in apple mail for mac

    Select Rules.

    Click Add Rule.

    Give your autoresponder a descriptive name under Description.

    How to set up an out of office reply in apple mail for mac

    Enter the conditions under which you want your autoresponder message to be sent. For example:

    • To have Mail reply only to emails you received at a specific address, set the criterion to To contains [email protected].
    • To auto-respond only to senders in your Contacts, to people you have emailed before or VIPs, make the criterion read Sender is in my contacts, Sender is in my previous recipients or Sender is VIP respectively.
    • To have the auto-reply sent to all incoming emails, make the criterion Every Message.

    How to set up an out of office reply in apple mail for mac

    Select Reply to Message under Perform the following actions.

    Click Reply message text.

    Type the text to be used for the auto-responder.

    For a vacation or out-of-office auto-reply, tell the recipient when you expect to return. If you don’t plan to go through your old mail when you return, let recipients know when to re-send their messages if they’re still relevant.

    How to set up an out of office reply in apple mail for mac

    Click OK.

    If prompted Do you want to apply your rules to messages in selected mailboxes?, click Don’t Apply.​

    If you click Apply, Mail will send the auto-reply to existing messages, generating possibly thousands of messages and multiple identical responses to the same recipient.

    Close the Rules dialog.

    Replies generated using this auto-responder method will include not only the original message text but also original file attachments. You can use an AppleScript auto-responder to avoid this.

    Disable Any Auto-Responder

    To turn off any auto-responding rule you have set up in Mail and stop automatic replies from going out:

    Select Mail > Preferences > Rules.

    Make sure the rule corresponding to the auto-responder you would like to disable is not checked in the Active column.

    Close the Rules preferences window.

    Question:

    Michael writes: It’s summer and I’ll be on vacation for a few weeks with no desire to keep up with my email inbox. How can I set up an “out of the office” automatic reply in Apple’s Mail app so that my contacts know that I’m away and when to expect me back?

    Answer:

    WARNING: Before we discuss this topic further, please note that the steps described here, if performed incorrectly, can result in a disaster in which your “out of the office” email will be sent to everyone who has sent emails to your inbox. There is additional warning text below, but please read all steps first before doing anything so that you understand the process and can avoid making a incredibly frustrating mistake.

    Often in corporate environments a company’s email provider will offer this feature as a server setting. For users without that luxury, it’s also possible to configure a local email auto reply using the Rules functionality of Apple’s Mail app.

    To get started, first launch Mail and go to Preferences > Rules.

    How to set up an out of office reply in apple mail for mac

    Click “Add Rule” and give it a pertinent description, such as “Out of Office Auto Reply.” Then set your condition to apply to “Every Message” using the drop-down menu and choose to perform the “Reply to Message” action from the second drop-down selection.

    How to set up an out of office reply in apple mail for mac

    Next, click “Reply message text…” to bring up the action’s text input window. The text you enter here will comprise the message sent in reply to those who email you while you’re gone.

    How to set up an out of office reply in apple mail for mac

    How to set up an out of office reply in apple mail for mac

    Finally, click OK to finish creating the rule. Now, STOP (Hammer time!). The next steps are crucially important. Making the wrong choice will be detrimental to your mental, and possibly physical health. So PLEASE. STOP and READ the directions for the next step before you proceed. Read them twice, three times for extra points, and make sure you’re familiar with what you need to do before you proceed.

    Okay, ready? Mail will now ask you if you’d like to apply the rule to existing messages. Choose Don’t Apply . We’ll repeat that: Choose Don’t Apply . This will ensure that only new messages receive the automatic response; choosing “Apply” instead will send the automatic reply in response to every existing email in your account, no doubt creating a point of tension between you and your soon-to-be-former friends and coworkers as their inboxes fill up with untold copies of your out of office message.

    How to set up an out of office reply in apple mail for mac

    Once your rule is created, it will be active by default. You can deactivate it by unchecking its box in Mail > Preferences > Rules. Once active, everyone who sends an email to your account will receive your automatic reply until you deactivate the rule upon your return.

    How to set up an out of office reply in apple mail for mac

    If you have more than one email account and only want your automatic reply to be sent to emails received at certain accounts, you can add additional conditions to your Mail Rules. You could also configure your Rule’s conditions to send a response to certain individuals, certain email subjects, or even broader filters such as whether or not the sender is in your contacts list.

    Have fun experimenting with the various rule conditions, but remember to choose “Don’t Apply” when saving your rules!

    Learn how to Set an Auto-Reply or Out-of-Office Reply in Apple Mail.

    Did you know you could set an out-of-office reply or auto-reply for your Apple mail? This includes iCloud, .me, and .mac email addresses. You can set when you want it to start and end as well! This is done through iCloud.com. Learn how to set an auto-reply or out-of-fffice reply in Apple Mail in this video for Mail.

    So I’m in my Mac here. Let’s first open up Safari. We do need to have safari open and we need to log into icloud.com through Safari or your favorite browser. My favorite browser is Safari. So I’m going to go down to safari here in the Dock. I click on it to open it up.

    Now, what we need to do is we need to go to icloud.com up at the. So I type in here iCloud dot com. It doesn’t matter if you are using a dot Mac account, adopt me account or an iCloud account, you have to go to icloud.com. Now what you do is you will log in with your iCloud email address. Now I am already logged in here. So now that I’m logged in, what do you do? Well, all you have to do is just go down to mail here and then. Up towards the top and the upper left-hand corner. What you’re going to see is this little gear icon.

    This is where we have our mail preferences. We select this and one of the options here, you’re going to see his auto reply. This is where we set up our auto reply. So I selected this and then I just go over to the start date. When do I want this out of office or auto reply to start? And. When do I want it to end?

    So if you’re going on vacation, you would set it for when your vacation starts and when your vacation ends. The next thing you’ll do is you’ll add your message here. So type in what you want it to say, and the auto reply, once you have all that set, all you have to do is just go and turn this on. And then based on when your start date is, what it will do is it’ll automatically reply until your indeed.

    September 27, 2018

    Instructions for how to update and turn on an out of office/auto reply using Outlook for Mac.

    1. Open Outlook .
    2. Select Tools .
    3. Select Out of Office .
      How to set up an out of office reply in apple mail for mac

  • Select the Checkbox to send automatic replies.
  • Enter your Out of Office/Auto Reply Text .
  • Select the Checkbox to send only during a time period including the D ates between.
    NOTE: This will automatically turn the Out of Office message on and off based on the dates selected.

  • Select the Checkbox to send replies to external senders and enter the Appropriate Text .
  • Select Ok .
    How to set up an out of office reply in apple mail for mac
  • Did you find this article useful?

    Please tell us why

    • anr information technology
    • outlook for mac

    You Might Also Be Interested In

    Sending from an Alternate Email Address in Outlook for Mac

    Delaying Delivery in Outlook for Mac

    Setting Rules for Automatic Email Handling in Outlook for Mac

    Setting the Default Font for Email Messages in Outlook for Mac

    Creating and Setting Signatures in Outlook for Mac

    Using Room and Equipment Calendars in Outlook for Mac

    • follow us on Youtube
    • follow us on Twitter
    • follow us on facebook
    • follow us on instagram
    • join us on LinkedIn
    • Call us: 517.355.3776
    • Contact Information
    • Sitemap
    • Accessibility
    • Privacy
    • Disclaimer
    • Call MSU: (517) 355-1855
    • Visit: msu.edu
    • MSU is an affirmative-action, equal-opportunity employer.
    • Notice of Nondiscrimination
    • Spartans Will.
    • © Michigan State University

    MSU is an affirmative-action, equal-opportunity employer, committed to achieving excellence through a diverse workforce and inclusive culture that encourages all people to reach their full potential.

    Michigan State University Extension programs and materials are open to all without regard to race, color, national origin, gender, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status or veteran status. Issued in furtherance of MSU Extension work, acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture. Quentin Tyler, Director, MSU Extension, East Lansing, MI 48824. This information is for educational purposes only. Reference to commercial products or trade names does not imply endorsement by MSU Extension or bias against those not mentioned.

    The 4-H Name and Emblem have special protections from Congress, protected by code 18 USC 707.

    How to set up an auto reply/out of office in Apple Mac Mail (OSX)

    Whenever you go away from your computer for an extended period of time, you should probably set up an auto reply in your mail client to avoid people with pitchforks emailing you over and over again waiting for a reply, when in fact you aren’t even there. Below is an easy to follow step-by-step guide which will explain how to add an out of office to your Apple Mail client.

    Step 1:

    Open Apple Mail.

    How to set up an out of office reply in apple mail for mac

    Step 2:

    Click on Preferences, Rules.

    Step 3:

    Click the Add Rule button on the right.

    How to set up an out of office reply in apple mail for mac

    Step 4:

    In the description, type the name of the rule, such as “Out of Office”. Ensure that the rule is applied to “Every Message”. Also make sure that the action performed is “Reply to Message”. You can then click on “Reply message text…” and fill in the text that you want to automatically reply to people who email you whilst you are away. Example: “Thanks for emailing me. I am currently away until . If your matter is urgent, please email [email protected]

    Once you are done, click OK.

    Step 5:

    This is an important step that can potentially make you look very silly, so pay close attention. At the next screen, a message will pop up asking you “Do you want to apply your rules to messages in selected mailboxes” you want to chose “Don’t Apply“. If you were to click on “Apply”, it will send an out of office message to all the emails that are currently in your mailbox, and you don’t want that, otherwise you will have some angry people on your hands. You only want to apply this rule to new emails that you receive, so make sure you click “Don’t Apply“.

    How to set up an out of office reply in apple mail for mac

    Your rule will now be running every time you receive an email, until you turn it off. To turn it off, go back into Preferences, Rules and untick the checkbox next to the rule for Out of Office.

    How to set up an out of office reply in apple mail for mac

    Whenever I take a leave for a week or so, I make sure that I set up an out of office reply in my Apple Mail App on Mac. Setting up auto-responder eMail message in Mac Mail app should be the first priority before you go on a vacation or a long trip. When you create such vacation responder mail, you let others know that you are out of office by an auto-reply that will be sent automatically to a person, who tries to contact you on your Mac Mail app. Follow this tutorial to setup out-of-office email reply in Mail App on Mac.

    Auto-responder email can also be set up when you are out of the office, away from your workstation or desk, or simply don’t want to reply to incoming emails. Apart from the popular vacation responders, you can customize this email autoresponder and create an automated response with a customized message text. Before you leave your office for a short period, you can check how this autoresponder mail works. After setting up auto-response mail, simply send a mail to your email address and check the response.

    Note that you can Setup an Email Auto Responder in any Apple Mail app running macOS High Sierra, Sierra, Yosemite, El Capitan and others. The procedure given below will remain nearly same.

    On the surface, mail auto-responders look simple; but you can make it complex by adding more levels of customization. For instance, you can set up auto-response to the specific sender, particular mail domains, contact names, or VIPs only.

    How to set up an out of office reply in apple mail for mac

    How to Setup Out of Office Email Reply in Apple Mail on Mac

    This method is general in nature; once you create an email auto-responder, it will be applicable to all contacts, people (including VIP), domains etc. that want to contact you via Apple Mail app on Mac.

    Step #1: Launch Default Mail App on your Mac.

    Step #2: Click on Mail Menu from the top menu bar.

    Step #3: Go to Preferences.

    How to set up an out of office reply in apple mail for mac

    Step #4: Click on Rules tab which is the last one.

    How to set up an out of office reply in apple mail for mac

    Step #5: Now, Click on Add Rule.

    How to set up an out of office reply in apple mail for mac

    Step #6: Next, Enter Description in the text field. For Example, I am going to type vacation responder Automatic Email.

    How to set up an out of office reply in apple mail for mac

    Step #7: Up Next, Select Every Message from the drop-down menu, under If conditions are met.

    How to set up an out of office reply in apple mail for mac

    How to set up an out of office reply in apple mail for mac

    Step #8: Then, Under Perform following actions, Select Reply to Message from the drop-down menu.

    How to set up an out of office reply in apple mail for mac

    How to set up an out of office reply in apple mail for mac

    Step #9: Click on Reply Message Text button and enter the automatic email reply you wish to send and then click on OK.

    How to set up an out of office reply in apple mail for mac

    For example, I am going to type:

    Hi there, Thank you for your email. I will be out of the office from 24th Feb to 10th March and will not have access to email. If this is urgent, please contact Jayesh Purohit at [email protected] I will do my best to respond promptly to your email when I return on 11th March.

    How to set up an out of office reply in apple mail for mac

    Step #10: Finally, click on OK.

    How to set up an out of office reply in apple mail for mac

    Now, you simply need to turn ON vacation responder email in Mac on Mac.

    How to Enable Autoresponder in Mail for Mac

    Step #1: Launch the Mail app on your Mac.

    Step #2: Click on Mail menu and select ‘Preferences’.

    Step #3: Now select ‘Rules’ and check the box next to autoresponder.

    How to set up an out of office reply in apple mail for mac

    How to Edit Vacation Responder Email in Mail App on Mac

    Step #1: Open Mail App on your Mac.

    Step #2: Click on Mail Menu → Preferences →Rules → Choose the Rules you have just set up.

    Step #3: Click on Edit button.

    How to set up an out of office reply in apple mail for mac

    Now you start making changes you want to.

    How to Disable Automatic Mail Reply in Mail App on Mac

    When you are back to work, you can disable or deactivate email auto-response on your Mac. Later, you can re-enable this automatic reply; check the method below.

    Step #1: Open Apple Mail App on your Mac.

    Step #2: Go to Preferences from the Mail menu.

    Step #3: Simply uncheck the Rules box.

    How to set up an out of office reply in apple mail for mac

    It is advisable to disable auto-responder once you resume your duties at the office.

    If you want to remove it completely then choose the Rules and click on Remove button.

    How to set up an out of office reply in apple mail for mac

    That’s all friends!

    Do you set an Out of Office Automatic Reply Email Message on your Mac? Share your feedback with us on Facebook, Twitter and Google Plus.

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

    Instructions

    1. Select Tools from the top menu bar. Select Out of Office.

    How to set up an out of office reply in apple mail for mac

    Fig 1. Out of Office option
    View a larger version

    2. An Auto Reply Settings window will appear. Ensure the ‘send automatic replies for account ..‘ tick-box has been ticked for your UCL account.

    3. Within the Reply once to each sender with field, enter your required text.

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

    4. To send your Out of Office to people outside of UCL, select the Also send replies to senders outside my organisation tick-box and ensure the Send to all external senders radio button is selected. Within the Reply once to each external sender with field, enter your required text.

    5. Select OK to apply.

    How to set up an out of office reply in apple mail for mac

    Fig 2. Out of Office message box
    View a larger version

    Have you ever wanted to setup an auto-responder eMail message in the Mac Mail app? Autoresponders allow you to set an “out of office” auto-reply that gets sent automatically as a reply to any inbound email to the Mac Mail app. This is great solution for situations where you’re out of the office, away from a desk, or otherwise away from email for a while, whether it’s a vacation or maybe you just hate replying to emails. Whatever the reason, all inbound emails will get an automated response with the message of your choice.

    If you’ve ever sent someone an email and then received an immediate reply that said something like “I’m out of the office right now, please reach me on my cell phone at 555-555-5555” then you have seen how an auto-responder email works. This tutorial will show you how to set up an autoresponder just like that, from within the Mail app for Mac.

    Setting up autoresponders in Mail for Mac works the same on basically every version of Mail app and Mac OS, so this should be version and release agnostic. As long as you have an email account added to the Mail app for Mac and have the Mail app open and running, the auto-reply will be sent.

    How to Create an Autoresponder Email Reply in Mail for Mac OS

    We’re going to make a broad all-encompassing email auto-responder, meaning the auto-reply will be sent instantly to every single inbound email message to the Mac Mail app.

    1. Open the Mail app if you haven’t done so already
    2. Pull down the “Mail” men and choose “Preferences”
    3. Click on “Rules” tab
    4. Click “Add Rule”

  • Fill out a Description and name it something obvious, like “Vacation Auto-Responder”
  • Under the “If conditions are met” section, choose the rules you want to apply to the email auto-responder, setting either the Account or if you want it to apply to every email then choose “Every Message” from the drop down menu options
  • Now at the “Perform following actions” section, choose “Reply to Message” from the drop down menu options

    Next click on “Reply message text…” and enter your auto-responder email message, then click “OK” and click “OK” again to set the Mail auto-responder

    Click “OK” again to set and enable the Mail auto-responder

    That’s it, the auto-reply autoresponder has been set.

    You can confirm it’s working as expected by sending yourself an email, which should quickly get the automated response that you set in the auto-responder Rules.

    If desired, you can setup much more complex rules to auto-reply and autoresponders, for example you could apply the auto-reply to specific senders, specific email from domains, to specific people, to VIP only, for specific dates, and so much more. That is all up to you. For our purposes here we are keeping things simple with a broad universal email auto-reply to all emails from all recipients.

    How to Disable the Autoresponder in Mail for Mac

    Once you create the auto-responder it will be enabled automatically. But you can later disable, or re-enable that autoresponder again at any time by simply doing the following:

    1. Open Mail app on the Mac and go to the “Mail” menu and choose “Preferences”
    2. Go to ‘Rules’ and uncheck the box next to your autoresponder (labeled as “Vacation Auto-Responder” in this tutorial)

    If you do not ever disable the autoresponder, it will be enabled and in use for perpetuity as long as the Mail app on the Mac is open and the rule is enabled.

    If you’re having difficulties with the Mail auto-responder acting unexpectedly, it can be helpful to quit Mail app, turn off wi-fi, and then disable or delete the eMail rule.

    If needed, you can refer to this walkthrough about removing Mail rules on the Mac which includes how to delete the rules as well as a method of manually disabling them as well.

    Email autoresponders are commonly used for business but many people use them for personal email too. Maybe you’re away from your desk and you want people to know immediately that is the case, or maybe you’re on vacation and don’t want people to email you thinking they’re being ignored, or maybe you do want to ignore email so you’re setting an auto-reply email message that says so. There are many potential use cases for autoresponders in email, so use your imagination and set the conditions as you see fit.

    Creating autoresponders for email is just one of the many features available with the Rules feature in Mail for Mac. Mail Rules can be quite powerful, offering the ability to remotely sleep a Mac from an iPhone or via any inbound email that meets the Sleep Mac requirements defined by the Mail rule. You can also create auto-forwarding, batch archiving, special sound effects for particular email senders, date specific actions, auto-deletion of emails fitting specific rules, amongst thousands of other possible options through automating email via the Mail for Mac Rules feature. Feel free to explore the Rules options, there are many interesting possibilities!

    If you enjoyed this tip, you’d likely enjoy this collection of 8 particularly helpful Mail tricks for Mac, or you can browse through our Mail tips section.

    Was this helpful to you? Do you have any other helpful Mail auto-responder tricks, or Mail Rules tricks for Mac? Share them with us in the comments below!

    Are you going away from your work for few days? So, let your email senders want to learn about the same when he or she is sending emails to you.

    Consider a situation where you are working upon Apple Mail for your business purpose. It might be possible that you are going for a week leave and you want all senders to know about it whenever they are sending messages. This arises a condition where you want to set up an automatic reply in Apple Mail. Therefore, in this blog, we are going to deliver a solution on creating an ‘out of office’ message in Mac Mail.

    Well, the Apple Mail email client does not provide any settings or preferences, which permits one to generate an automatic reply on a corporate email system. Also, there are no preferences provided on iCloud to apply the same thing. So, the only approach left is to Setup An Automatic Reply In Apple Mail. For doing this, one can move their eyes on the following explanation of the procedure.

    Step #1 : Open Preferences in Mac Mail

    • Launch Apple mail program on your machine and then, go to Mail >> Preferences. You can also do the same by typing CMD and then, choosing Rules from toolbar

    How to set up an out of office reply in apple mail for mac

    Step #2 : Setup an Automatic Reply in Apple Mail – New Rule

    • A complete list of Rules will appear in which you will be provided with 4 management options i.e., Add Rule, duplicate, edit, and remove. Click on Add Rule to continue with the procedure of creating an ‘out of office’ message in Mac Mail.

    How to set up an out of office reply in apple mail for mac

    • Now, a window will be dropped down in which you will describe all the details of the new rule.

    How to set up an out of office reply in apple mail for mac

    Step #3 : Give A New Name to the Rule

    • On the current screen, provide a unique name to the Rule and add few description in the rendered field. Suppose, here we are providing Auto Reply Rule as the new name

    How to set up an out of office reply in apple mail for mac

    Step #4 : Set Conditions to This New Rule

    • At this stage, you have to specify conditions for the newly created rule. Here, you have to set the email id’s or mailboxes upon which you can Setup An Automatic Reply In Apple Mail. Then, select all the present things as per the range of your comfort.
    • Under ‘If any of the following conditions are met’ section, change ‘Any Recipient’ text to ‘To’
    • Keep ‘Contains’ drop box as it is and then, mention the email id in the next blank text box

    How to set up an out of office reply in apple mail for mac

    • Under the ‘Perform the following actions’ area, change ‘Move Message’ to ‘Reply to Message’ option just by clicking on the drop-down menu

    How to set up an out of office reply in apple mail for mac

    • Click on Reply Message text.. to proceed further

    How to set up an out of office reply in apple mail for mac

    Note : It is possible to setup a unique rule for family and friends and an another rule for the official colleagues.

    Step #5 : Impose the Automatic Reply

    A pop-up screen will appear that permit users to mention the message for ‘out of office’. Once you are satisfied with entire settings and outcome, click on OK to proceed to the set up of an automatic reply in Apple Mail

    How to set up an out of office reply in apple mail for mac

    Step #6 : Activate the New Rule Functionality

    When you actually want to start the working of a newly created rule then, use this Step. Hit on OK and then a window will appear asking you that are you sure that you want to apply rules on the selected mailboxes. If yes then, click on Apply; else choose the Don’t Apply button

    How to set up an out of office reply in apple mail for mac

    This step makes Apple Mail active and one can Setup An Automatic Reply In Apple Mail

    How to Stop Auto Reply in Mac Mail

    Once you are back from your holidays or anything else, ensure that you have switched off the Automatic reply feature. If you do not implement this then, other people will think that you are still on leaves. So, just go to Mail >> Preferences >> Rules and then, disable Auto Reply feature by unchecking its checkbox.

    How to set up an out of office reply in apple mail for mac

    Conclusion

    How to set up an automatic reply in Apple Mail – answer to this query is provided in this blog with the description of each and every step. Users can take help of this handout and activate ‘out of office’ message when they are physically on leave. Here, one will also find a solution to disable the same thing whenever they are back on the work.

    Best Effort Support Only

    This document contains instructions on using a non-Microsoft email client, such as Apple Mail or Thunderbird.

    Microsoft does not recommend these clients for use with Office 365, and there are often significant limitations in client functionality as a result.

    Because of this, the DoIT Help Desk is only able to offer best effort support for these clients, and certain issues may require the use of a Microsoft client in order to be resolved.

    For more information on Office 365 client support, please see: Office 365 – Which clients/protocols will be supported?

    This document explains how to set a vacation message using Apple Mail. These instructions are for Mac OS 10.9, but are likely to be similar for Mac OS 10.5-8.

    Note: The account you are configuring must be an Office 365 account and configured via Exchange.

    1. Start Mail.
    2. Right-click on any folder and select “Get Account Info.” The account information screen will appear.

  • Click the “Out of Office” tab and enter the desired preferences:
    • Send Out of Office replies: place a check mark in this box and select “While scheduled” from the select box.
    • Starting change to the desired start date/time – IMPORTANT: this setting cannot be a future date. If you want to set this vacation message to start sometime in the future, use Outlook Web App.
    • Ending change to the desired end date/time
    • Internal Reply: type the response that you want to send to anyone within UW-Madison Office 365 user base
    • External Reply: type the response that you want to send to anyone outside UW-Madison Office 365 user base.
  • Close the window. Your account will now send automatic replies.
  • Great: taking a break and not having to check your mail all the time. Make an ‘Out of office’ beforehand, because then others will know that you are not present. In this tip we show you how to do this.

    Absent for a while? This is how you set an out of office notificationmelding

    There are different ways to set up an out of office, depending on which mail program you use. In this article we therefore go through them one by one. Tap one of the links below to go directly to the directions for your method.

    Index: Set out of office for:

    1. For iCloud Mail Users

    Do you use iCloud Mail? Then setting up an out of office message is a breeze:

      Go to iCloud.com and sign in with your Apple ID;

    Tap ‘Mail’ and then gear icon at the bottom left;

    Choose ‘Preferences’ and go to the ‘Vacation’ tab;

    Enter the start and end dates of your absence, and type the text that people will see when they email you;

    Check the box ‘Automatically respond to messages when they arrive’ and choose ‘Done’.

    How to set up an out of office reply in apple mail for mac

    If you do not specify an end date, you can stop the absentee message by removing the check mark in step five. You can follow the above steps on any device. So it doesn’t matter whether you log in on an iPhone, Mac, Windows or Android.

    2. Via the Mail app on the Mac

    Do you use a Gmail, Hotmail, or other mail account in Apple’s Mail app? Then setting up an out of office is somewhat more cumbersome. This is because there is no standard function for this.

    Instead, you need to create a manual rule. An additional disadvantage of this method is that your Mac must remain on. That’s because the manual rule works locally, and not in the background via iCloud. Here’s what you need to do:

    1. Grab your Mac and open the Mail app;
    2. Tap on ‘Mail’ in the menu bar and choose ‘Preferences’;
    3. Go to the ‘Rules’ tab and press the button to add a new rule;
    4. Give this rule a recognizable name, such as ‘Out of office’;
    5. Do nothing with the first variable (‘If met…’);
    6. Tap ‘Account’ in the second variable and choose the email account for which you want an out of office;
    7. Select ‘Reply message’ below and type a personal message under ‘Reply text’;
    8. Then press ‘Ok’ twice;
    9. look out! Now the Mail app asks if you want to apply the newly created rule to all messages in your mailbox. Select ‘Do not apply’ here. When you click on ‘Apply’, all messages in your mailbox will receive the out of office notification you created. Of course you don’t want this!

    How to set up an out of office reply in apple mail for mac

    Then it’s a matter of leaving your Mac on. When someone emails you, they will automatically receive an out of office message. Once you’re back from vacation, simply uncheck the Rules box in the Mail app to deactivate it.

    3. Set up out of office in Gmail

    For Gmail users, setting up an out of office is a lot clearer:

    1. Open the Gmail app on your iPhone or iPad;
    2. Tap on the three horizontal lines at the top left of the screen, scroll down and choose ‘Settings’;
    3. Choose your email account at the top and tap ‘Automatic reply’;
    4. Slide the switch at the top and enter the start and end date of your absence;
    5. Type your out of office message and optionally you can indicate whether only your contacts may receive this email (for privacy reasons);
    6. Everything done? Then tap ‘Save’ at the top right.
    • How to set up an out of office reply in apple mail for mac
    • How to set up an out of office reply in apple mail for mac

    4. Set up out of office in Outlook

    Do you use Outlook on your iPhone? Then it is best to set the out of office message via the app:

    1. Open Outlook on your iPhone or iPad;
    2. Tap your profile icon at the top left and tap the gear icon at the bottom left;
    3. Select the mail account for which you are creating the out of office message;
    4. Press ‘Auto Answers’ and slide the switch;
    5. Now type your out of office message and once you are done, tap the check mark in the top right corner.
    • How to set up an out of office reply in apple mail for mac
    • How to set up an out of office reply in apple mail for mac

    Anyone who emails you now will receive your out of office message. Don’t forget to move the switch from step four the other way when you get back to work. You can also specify a start and end date via the web version of iCloud. That way you don’t have to manually turn off the out of office notification.

    What is the best mail app for iPhone?

    The App Store is teeming with iPhone mail apps, but you probably only use one. That’s why we recently tested the most popular programs for you and selected a winner. You can read which one that is in the article below.

    Tested: The best mail app for the iPhone (and 3 alternatives)

    How to set up an out of office reply in apple mail for mac

    Learn how-to enable and configure the Out of Office Auto-Reply feature in the new Microsoft Outlook for Mac client.

    With the release of the new Microsoft Outlook for Mac, features like the Out of Office Auto-Reply Assistant are now available to Apple users. For those of us working in a corporate / Office 365 environment on a Mac, this is great news. In this groovyPost, I’m going to show you how to enable the out-of-office feature from the Outlook for Mac client. For those of you on Windows, here’s how to enable the Out of Office Auto-Reply on Outlook 2013 or 2010.

    Outlook for Mac – Enable and Configure the Out of Office Assistant

    How to set up an out of office reply in apple mail for macThe Out of Office feature of Outlook creates an auto-respond rule to notify people that you’re out of the office or unavailable. To enable it, Click Tools, Out of Office.

    The settings are fairly self-explanatory. Simply fill out the automatic reply message and configure the timeframe you want to enable the out-of-office settings. I recommend using this feature vs. manually enabling and disabling the auto-reply as most people forget to turn it off and that just leads to constant heckling from your co-workers.

    How to set up an out of office reply in apple mail for mac

    Use caution when sending replies outside your company

    If you use the “Time Period” setting, the auto-reply will disable itself — otherwise, you will need to manually disable the auto-reply once you return to the office.

    Notice, in my example, I didn’t set the automatic replies to those outside my organization as the majority of outside email is SPAM. The last thing you want to do is confirm your email address to spammers.

    How to set up an out of office reply in apple mail for mac

    There are lots of attractive features you could make of while sending an Email. One among the noteworthy option is that you can send Auto Reply or out-of-office emails. It might be of great use to you when you are in many situations. For instance, say you work in an office and decide to go on a vacation. Unfortunately, it is quite hard to notify every one of your clients and colleagues about your vacation. Once you are out of the station, people unknowingly mail you and wait for your response. At the same time, you can’t find time to mail them back. By turning on the Auto-Reply feature, you can let them know that you are not on duty that day when they mail you. If you have been through this once before, you might want to enable this. In this segment, you will learn how to set up an auto-reply in iPhone for Email.

    You should consider the fact that not all email providers have the auto-reply feature. You should check if your email provider has the auto-reply feature. Providers like Gmail and Outlook have this feature, while many other providers completely lack auto-reply.

    Note: Gmail on iPhone supports setting up out-of-office emails. With Outlook, you will find additional options, and you can send out-of-office messages for Office 365, Exchange, Outlook.com, etc.

    How to Set Up Auto Reply in iPhone for Email

    Follow these simple steps to enable the Auto-Reply feature on your iPhone.

    1. Firstly, launch the iPhone Settings.

    2. Further, scroll down the menu and click on the Passwords & Accounts option.

    How to set up an out of office reply in apple mail for mac

    3. Go ahead to tap the Microsoft account on your iPhone.

    4. Finally, hit the toggle to turn on Automatic Reply.

    How to set up an out of office reply in apple mail for mac

    5. Further, mention the End Date.

    6. Tap the Away Message option and then type down the message you intend to send.

    7. On completing the text, tap Save.

    8. Finally, auto-reply is all set. Now, automatic emails will be sent to anyone who emails you on your Microsoft account.

    Related: How to Add Email to iPhone in 2 Ways Easily [ All Models]

    How to Auto-Reply in Gmail on iPhone

    Follow these instructions to set up an auto-reply on Gmail.

    1. On your iPhone, open the Gmail app.

    2. On the top-left corner, tap on the menu icon.

    How to set up an out of office reply in apple mail for mac

    3. Next, tap Settings.

    How to set up an out of office reply in apple mail for mac

    4. Select the one you will send auto-reply on if you have logged into more than one account.

    How to set up an out of office reply in apple mail for mac

    5. Next, tap the Out of Office AutoReply option and turn it on using the toggle.

    How to set up an out of office reply in apple mail for mac

    6. Further, enter details including the First Day, Last Day, Subject, and the message of the auto email reply.

    How to set up an out of office reply in apple mail for mac

    7. Choose the contacts to send the mail to by clicking on Sent to my Contacts if necessary.

    8. Further, click on the Save button on the top-right corner.

    10. To turn it off, use the toggle to turn off Out of Office Reply.

    How to set up an out of office reply in apple mail for mac

    Now, you know how to set up auto-reply or out-of-office replies from your iPhone Email. So, you can now send customized emails to the ones who mail you when you are inaccessible. Hope you find this article helpful in sending automatic emails. For more useful articles and guides, visit our blog.

    With iOS 15 and iPadOS 15, Apple adds a few new tricks to its Mail app. Can these new features get you to ditch Gmail or your favorite email app for Mail?

    How to set up an out of office reply in apple mail for mac

    Apple has slowly but surely enhanced its Mail app over the last few years. Recent OS updates have introduced new formatting options, added the ability to include scans and other attachments, and beefed up the Reply menu.

    For iOS 14 and iPadOS 14, Apple finally introduced a way to change the default mail app on your device. Now, iOS 15 and iPadOS 15 bring new privacy features to better protect your mail account. Here are a few tips to help you get the most out of Apple Mail on your mobile device.

    First, make sure you’ve updated your device, so you can take advantage of all the latest features. Go to Settings > General > Software Update. You’ll be told that the OS is up to date or be prompted to download and install the latest update.

    Protect Your Mail Activity

    By default, companies and advertisers that send you email can obtain certain information about your activity in the Mail app. For example, they can determine if and when you read a specific email, and even determine your location. However, Apple’s new Protect Mail Activity privacy feature can stop this.

    If enabled, this feature hides your device’s IP address and loads remote content from an email message privately in the background. To turn on this feature, you must be running iOS 15 or iPadOS 15, or higher. Go to Settings > Mail > Privacy Protection and turn on the switch for Protect Mail Activity.

    Hide Your Email Address

    Available only with a paid iCloud+ subscription, Hide My Email lets you register with apps and websites using an anonymous and randomized Apple ID. The goal is to reduce the amount of spam that your actual email address gets when you sign up for different online accounts. To use Hide My Email, you must be running iOS 15 or iPadOS 15, or higher.

    Open Settings > [your name] > iCloud > Hide My Email to see all the random addresses you may have already used with Apple’s older Sign in with Apple feature. Tap an address you want to use again to hide your real email address, then confirm that the random address is forwarding to your actual address.

    You can also tap the Create New Address link to generate a new random address. If you’re OK with the suggested address, tap Continue. If not, tap Use Different Address to find another address. After you’ve settled on one, enter a label and any notes to help you remember where it has been used. Then tap Done.

    The next time you need to create an account to access a website or fill out an online form, use your random address. Any emails generated through this account get forwarded to your actual address.

    You can always deactivate the anonymous address if you start receiving spam. Go back to Settings > [your name] > iCloud > Hide My Email and select the random address. Tap Deactivate Email Address, then tap Deactivate to confirm your request.

    Change Fonts and Formats

    The Mail app makes it easy to change the formatting of your emails. If you’re composing a new email, tap into the body of your message and tap the arrow icon at the right of the predictive text bar. You will then have a variety of icons that can help you customize your email.

    If you tap the Aa icon, you can open the app’s Formatting menu. You will be able to apply attributes like bold, italics, underline, and strikethrough. Tap the small A or large A to make the font bigger or smaller, the circular palette icon to change the color of the text, and Default Font to select a new font.

    The formatting menu also allows you to align the current paragraph left, center, or right and add bullets or numbering. You can tap the icon with the right arrow and four horizontal lines to indent the entire paragraph or tap the icon with the left arrow to outdent the paragraph. Indent your current paragraph with vertical quote lines by tapping the icon with three vertical lines, or outdent your current paragraph by tapping the icon with one vertical line.

    Add Photos and Files

    Tap the picture icon on the keyboard toolbar to add photos or videos from your library. Your photo thumbnails display in the lower half of the screen so you can still see your email. Swipe up on your photo gallery to see more images. Tap the photo or video you want to add, and it’s inserted into your message.

    Tap the camera icon in the keyboard toolbar to snap a picture or video to insert in your message. Tap the file icon to access the Files app, where you can insert a document, image, or other file from any of your online services. Tap the scan icon in the toolbar and you can scan a printed document, then add it to your email.

    Use Markup Tools

    Need to mark up an image or document? Tap the pen icon in the keyboard toolbar to access markup tools for your attached media. You can then select different drawing tools to draw, write notes, or highlight words over the existing media.

    Not all emails require a verbose reply. Sometimes you just need to say “Thanks,” “OK” or “Great idea.” This is the point Quick Replies come in handy. Spark allows you to send a short reply to an email in just two taps. You can use a number of default Quick Replies as well as create your own ones.
    How to set up an out of office reply in apple mail for mac

    Turn on Quick Replies

    1. Click Spark at the top left of your screen.
    2. Open Preferences > General.
    3. Select Quick Replies at the top.
    4. Tick Enable.

    In Spark for iOS, Quick Replies are always available, so you don ‘t need to take any steps to turn them on.

    Use Quick Replies

    1. Open an email and click Quick Reply under the message.
    2. Select a reply.

    For the 5 seconds after sending a reply, you can press Cmd + Z to undo this action.

    The Quick Replies are available only for personal emails. To change the email type, click on the current message type at the top right and select Personal.

    1. Open an email and tap More at the bottom right.
    2. Scroll the list of available options to the right and select Quick Reply.
    3. Tap one of the options.

    For the 5 seconds after sending a Quick reply, you can cancel this action by tapping Undo.

    Note: You can move Quick replies from the More section to the main toolbar and act on your emails even faster. To learn how to do it, check this article.

    Edit Quick Replies

    1. Click Spark at the top left of your screen.
    2. Open Preferences > General.
    3. Click Quick Replies at the top.
    4. Select a reply you want to edit. If you wish to create a new reply, click on the plus sign at the bottom left.
      How to set up an out of office reply in apple mail for mac
    1. In the Name field, type a short reply description (e.g. Love). Only you will see it.
    2. In the Text field, type a reply your recipient will receive. E.g. “Love this.”
    3. Select an emoji for this reply. The preview of your reply will display at the top.

    To delete a Quick Reply, select it and click on the minus sign at the bottom left.

    1. Tap the menu icon at the top left.
    2. Open Settings > Quick Replies.
    3. Tap a reply you want to edit or select Add new at the bottom.
    4. In the Name field, type a short reply description (e.g. Love). Only you will see it.
    5. In the Text field, type a reply your recipient will receive. E.g. “Love this.”
    6. Select an emoji for this reply. The reply preview displays at the top.
      How to set up an out of office reply in apple mail for mac

    To remove a Quick Reply, open the Quick Replies menu, swipe a reply from right to left and tap Delete.

    Note: Removing emojis from Quick Replies isn’t available for now.

    How to set up an out of office reply in apple mail for mac

    Sometimes you don’t want to be disturbed by emails, such as on a trip or holiday, but constant emails can spoil it. Create an auto-responder in the Mail app to send automated replies.

    We are never really out of touch these days and the phone in your pocket will constantly demand your attention. However, sometimes you don’t want to be hassled by emails, such as when you are on a day off or on holiday. When you are lying on a beach somewhere, you don’t want work emails on your phone, so turn off notifications.

    It is useful to set up and automated email response to tell people you will get back to them when you return from your trip or holiday. That way they know you received the email and will get back to them.

    It is quite easy to set up the Mail app on the Mac to automatically reply to incoming emails with a pre-written response and you just have to create a rule.

    Rules are applied to incoming emails and there is a trigger and an action. With every new email that lands in the inbox, the rule is applied and if it contains the trigger, the action is taken. Let’s see how it works.

    This method is used to create a holiday response, but a rule like this could be used to automatically reply to any type of message, such as a sales enquiry.

    1 Mail preferences

    How to set up an out of office reply in apple mail for mac

    Open the Mail app, go to the Mail menu and click Preferences.

    2 Add an email rule

    How to set up an out of office reply in apple mail for mac

    Select the Rules tab at the end of the toolbar to display the rules that have been created. We need a new one so click the Add Rule button.

    3 Define the email rule

    How to set up an out of office reply in apple mail for mac

    There is a trigger and an action and we need to set both.

    1. Select To in this menu. This means the rule will look at the To field in incoming emails.
    2. Select Contains here. We want to check if the To field contains a certain value.
    3. Enter your email address. Any email addressed to you will trigger the action.
    4. We want to send an automated email reply, so set this to Reply to Message.
    5. Reply message text appears. Click the button.

    The To (1) menu contains many options and if you don’t want to reply to every email you get, including spammers, you could set the trigger to reply to only those people in your contacts.

    There are other options, such as only to reply to VIPs.

    4 Create an email response

    How to set up an out of office reply in apple mail for mac

    Click the Reply message text button and then enter the text for the email you want to send.

    5 Enable the auto-responder

    How to set up an out of office reply in apple mail for mac

    You only want the rule to be enabled when you are going away. Tick the box next to the rule just before you set off and clear the box to top the automated replies when you return.

    6 Set power options

    How to set up an out of office reply in apple mail for mac

    The Mail app will only respond to emails when it is running, so you must leave your Mac powered up while you are away. Don’t worry, many people never switch off and leave their Macs running 24/7 anyway and have no problems.

    Open System Preferences and click Energy Saver. Make sure the computer never sleeps, but set a short timeout on the screen. There is no need for the screen to be on and without it, the Mac will use minimal power.

    7 Lock the Mac

    How to set up an out of office reply in apple mail for mac

    You must leave the Mac running, but you don’t want it unlocked so any passer-by can access it. Go to the user menu and select Login Window. This locks the Mac and no-one can use it, but the Mail app continues to run in the background responding to emails.

    8 Scheduled wake and sleep

    How to set up an out of office reply in apple mail for mac

    It is possible to configure the Mac to automatically turn on once a day while you are away on a holiday or trip to respond to emails. The rest of the time it can be in sleep mode. Click the Schedule button in Energy Saver and set the Mac to wake at a certain time each day and then to go back to sleep after a short time.

    Give it enough time to respond to emails and then there is no need to keep the Mac on.

    How to set up an out of office reply in apple mail for mac

    Automatic email replies are handy little ways to reply to messages without lifting a finger. We receive them all the time for things like technical support questions we submit or payments we make. You might even set up automatic replies of your own for emails coming into the office when you leave on vacation.

    If you want to do the same type of thing with the Mail app on Mac, it’s easy to do. Here’s how to set up an automatic email reply in Mail on Mac.

    Set up the rules for your email reply

    Open the Mail app on your Mac and then follow these steps to get started.

    1) Click Mail in your menu bar and select Preferences.

    2) Click on the Rules option on the top right of the window.

    3) Click Add Rule.

    4) Give your rule a name in the Description field.

    How to set up an out of office reply in apple mail for mac

    Now, in the If section underneath the description, you’re going to enter the rules for who should receive your automatic reply.

    If you want all conditions you set up to apply, select All in the drop-down box. If you want any of the conditions you enter to apply, choose Any instead.

    Next, you’ll add in the conditions. Here are a few examples:

    • Messages from a specific email address
    • Messages sent or received within a certain date range
    • Messages from people in your contact list
    • Messages marked as high priority
    • Messages with a certain word in the subject line or body

    There are many more options to pick from and the conditions are quite flexible. So, start by choosing your condition from the drop-down list and then add any necessary parameters in the fields next to it.

    How to set up an out of office reply in apple mail for mac

    You can set up more than one condition if you like. Take a look at our full tutorial for additional details on working with the Mail app Rules.

    Create your automatic email reply

    Once you have the conditions set up for your automatic reply, it’s time to actually create it.

    1) Under Perform the following actions, choose Reply to Message.

    How to set up an out of office reply in apple mail for mac

    2) Click the Reply message text box that appears when you pick the action above.

    3) Type in your reply text and click OK.

    How to set up an out of office reply in apple mail for mac

    4) When you land back on the Rules screen, click OK.

    You then have an option to apply your new rule to messages in your inbox. Choose either Don’t Apply or Apply per your preference.

    Your new automatic reply rule will now appear in your list of Rules. The checkbox for it should be marked, but if not, mark it.

    Once you finish creating your automatic reply, as with any other Mail rules you set up, it’s a good idea to test it out and make sure it works.

    How to set up an out of office reply in apple mail for mac

    If it doesn’t work as you intended, go back to the Rules area in your Settings. Select the rule and click Edit to make the necessary changes.

    How to set up an out of office reply in apple mail for mac

    Keep in mind

    There are a couple of things to remember when creating these automatic replies.

    • The Mail app must be open for the Rules to run and your automatic replies to be sent.
    • If you cannot leave your Mail app open, consider creating an automatic reply directly through your email provider, such as Exchange or Gmail.

    Wrapping it up

    Automatic replies can make managing your inbox easier. You might use them for letting clients know you received their message and will assist them later or letting coworkers know that you’ll get back to them when your large project is complete. Whatever the case may be, they are certainly helpful.

    Do you plan to set up an automatic reply with Mail on Mac? If so, let us know what type of email you will apply it to!

    How to set up an out of office reply in apple mail for mac

    When you go on vacation, setting up an out of office (or OOO for short) message reply for incoming emails is an easy way to avoid your inbox without leaving people in the dark as to why you haven’t responded. We wanted to cover setting up an out of office automatic reply on iPhone across all the popular platforms from Outlook to Gmail. Most email providers require that out of office email replies be set up on your computer. However, Gmail out of office reply allows you to set up a vacation reply with the Gmail app on iPhone or iPad. If you have Verizon, you can even set up an out of office text message while you’re gone too. You don’t have to disappear from email to take a vacation. Here’s how to create an out of office automatic reply email message for Outlook, iCloud, Gmail, and more.

    How to Set an Out of Office Automatic Reply Email Message for Outlook, iCloud, Gmail & More

    There’s a good reason most providers don’t allow you to set up out of office reply in the apps on your iPhone or iPad. The vaction reply change is usually done at the server level so that your email doesn’t get stuck in an infinite loop. For example, if you and a friend both set up an automated reply by creating a rule in your desktop email programs, you could end up sending thousands of emails to each other, with each person’s computer responding to the repeated out-of-office replies with its own out-of-office replies.

    As I stated, however, Gmail out of office reply is the one exception to this. Our walkthrough for setting up an out of office message for Gmail accounts will include both how to do so in the Gmail app on your iPhone and via the web on your computer.

    If you need to set up an out of office email but don’t have access to an computer, you can use the Safari browser on your iPhone to visit your email provider. Just make sure you use the desktop version of the website by tapping the share icon and selecting Request Desktop Site. I also noticed while testing this that sometimes the screen was cut off, preventing me from completing my out of office reply. But if you’re without a computer, this is the best mobile option.

    If you use the iPhone and Mac Mail app to connect all of your accounts, you can set up an out of office email directly within the OS X Mail app instead of having to set up vacation auto reply emails for all of your separate email accounts.

    We’ll cover how to turn off out of office reply for each mail provider as well. Let’s get to it.

    Do you keep having to retype the same ol’ replies when using Mail in macOS High Sierra. No more! You can set up OS X Mail to respond automatically to incoming messages with a text you have pre-composed. Here’s how:

    • Launch Mail on your Mac, then open Mail>Preferences.
    • In the Preferences pane click Rules, then select Add Rule.
    • Enter a Description for the new rule, such as “Coffee Break” in the first line.
    • A series of drop-down options will appear. Set If to be any of the following conditions are met in the second line.
    • In the third line select Every Message in the drop-down list.
    • When you see Perform the following actions,d select Reply to Message from the drop-down menu.
    • A new item, Reply Message Text, will show up. Tap this, then create your auto-respond message. Click OK when you’re done.
    • Open Mail>Preferences>Rules and check your newly-created autorespond message to activate it.

    To turn off any auto-responding rule:

    • Select Mail>Preferences.
    • Go to the Rules category.
    • Make sure the rule corresponding to the auto-responder you wan to disable is NOT checked in the Active column.
    • Close the Rules preferences window.
    • (This how-to is based on my experiences and info on Apple’s support pages — where the images sometimes come from.)

    Zoho Mail provides you options to configure Out of office messages to automatically reply to the incoming emails when you are away. В When you are away on an official trip/vacation, the Out of office auto responder helps you to inform the sender about your non-availability or to let them know alternate contact information in your absence. You can choose the audience for the automated replies as Everyone, My Contacts or Non contacts. The auto-response interval helps you to control the frequency of the automated replies to the same sender.

    Out of OfficeВ responses will be sent for all incoming emails except automated or auto-forwarded emails.

    Table of Contents

    • Steps to Configure Out of office message
    • Auto-Response Interval
    • Inserting Signatures

    Steps to configure Out of office message

    1. Login toВ Zoho Mail
    2. Click the Settings icon.
    3. Go toВ Out of Office
    4. Click Add Out of office message.
      How to set up an out of office reply in apple mail for mac​
    5. From the Choose AccountВ section, select the accounts for which you want to configure an Out of office message. Mark the Apply for all accounts option if you want to configure the same responseВ for all accounts.В
    6. In the Enable Out of officeВ forВ menu select one of the options,В
      • If you want to send the out of office message only to the senders in your contact list, select Contacts.
      • On the contrary, if you want to send the out of office message only to the senders who are notВ in your contact list, select Non-Contacts.
      • If you want to send the out of office message to all the senders, select Everyone.В
    7. Enter the StartEndВ date and time for which you want to configure the out of office message.
    8. By default, out of office messages are sent throughout the day. In theВ Time IntervalВ option, select the time of the day during which you want to send out an out of office message. You can laterВ ResetВ this to the default option.
    9. Specify the Subject for your automated email.
    10. In general, the Auto-response Interval is not set. This means that only one response will be sent during the entire duration of out of office.
    11. You can enable the Auto-response Interval checkbox to edit it. On enabling it, the interval will be set to 7 days by default. You can also edit it and set the interval as per your requirement.
    12. Type in the email content which you want to be sent as a reply when you are away.
    13. Click Save.В

    While configuring the out of office message, the Mark as busyВ in CalendarВ option is enabled by default. You can remove it byВ unchecking the corresponding checkbox.В

    You can edit your out of office message in case you want to change the dates or the content by clicking on it. In case you want to delete it click the delete icon.​​

    By default, all your out of office messages will be saved in your Sent folder. You can change this and not save theseВ messages in your sent folderВ by turning off the toggle on the top-right corner.

    В Auto-Response Interval

    Sending Interval/ Auto-response Interval allows you to control the frequency in which the automatic emails are sent. The Auto-response Interval is the minimum number of days between the two subsequent automated replies to the same email address.
    Suppose you receive 10 emails from the same sender on a particular day, sending 10 auto replies per day would flood their mailbox with your out of office messages. Suppose you specify the Auto response Interval as 2 days, the particular email address will receive your out of office message only once in 2 days. The out of office message will not be sent to each and every email from the same sender.

    Inserting Signatures

    You can insert a signature to your Out of Office messages as well to add more professionalism to them. If there are multiple messages set up, you can addВ a different signature to each of them should you wish.

    Learn how to set up your Shaw email using Apple macOS Mail with these tips. While we have provided the following support information, we want to ensure that our customers receive the best possible support for their third-party hardware and software by speaking with the experts. The best way to resolve your third-party issue is to use support resources from the original manufacturer or developer. If the following information does not answer your question, please visit Mac Mail Support.

    Quick Setup

    The following is for an IMAP account, which is the recommended type of account to sync with your Shaw email.

    Incoming mail server info

    Account Type IMAP
    Mail Server imap.shaw.ca
    User Name Shaw email without “@shaw.ca”
    Password Your Shaw email password
    Security Type SSL
    Port 993

    Outgoing mail server info

    Mail Server mail.shaw.ca
    User Name Shaw email without “@shaw.ca”
    Password Your Shaw email password
    Security Type SSL
    Port 587

    Want to get more out of your Apple device? Check out these interactive tutorials.

    Account Types

    Which Email Setup is Right for Me?

    There are two different ways you can set up your Shaw email account on your Apple computer. Generally, we suggest using IMAP for macOS Mail setup, but each type has its own benefits.

    Benefit IMAP POP
    Desktop/Laptop Yes Yes
    Phone/Tablet Yes Yes
    Sync Email Yes No
    Sync Calendar No No
    Sync Contacts No No
    Store Email Locally No Yes

    *ActiveSync is not available in Apple OSX Mail

    IMAP Setup (Recommended)

    These settings are for an IMAP account, which is the recommended type of account to sync with your Shaw email. IMAP leaves your emails on the server, allowing you to read and manage emails using multiple computers, devices, and email apps. For alternate account types, such as POP, please see the Account Types section.

    1. Open your Apple macOS Mail application
    2. Select Add Other Mail Account.

  • Click Continue
  • Enter your name, Shaw email address, and password

  • Click Done
  • POP Setup

    Apple Mail on macOS El Capitan (10.11) and macOS Sierra (10.12) do not automatically support POP mail settings.

    It is recommended that you use IMAP on newer macOS versions on Mail.

    1. Open your Apple macOS Mail application
    2. Select Other Mail Account.
  • Click Continue
  • Enter your name, Shaw email address, and password

    If it says Create , press and hold the Option key on your keyboard. This will change Create to say Next instead.