How to Set Automatic Replies in Outlook
An effective out-of-office automatic reply in Outlook makes sure that while you’re away, people know you’re unavailable when you’ll be back and what they should do if they have an issue that needs immediate attention. The set up for an out-of-office reply in Outlook differs depending on whether your email account is on a Microsoft Exchange server or is an IMAP or POP email account (such as common email services like Gmail, Yahoo Mail, and others).
How to Tell Whether You Have an Exchange Account
If you are unsure whether you are using Outlook with an Exchange account, look in the status bar at the bottom of the Outlook window. If you’re using an Exchange account, you’ll see Connected to: Microsoft Exchange in the status bar.
Create Your Automatic Reply Email Template
To set up an automatic reply in Outlook for an IMAP or POP email account (for Exchange, see further below), use Outlook’s rules feature. Begin by creating an email template for the auto-reply email that will be sent to recipients while you’re away.
Create an Out-Of-Office Automatic Reply Rule
The next step for IMAP or POP email accounts is to set up an Outlook rule. This rule will send a response using the template you created in the previous section.
How to Enable and Disable Automatic Replies for IMAP and POP Email Accounts
For IMAP and POP email accounts, enable the automatic responder whenever you need it. Go to File > Manage Rules & Alerts > Email Rules, select the checkbox next to your auto-responder rule, then select OK. To disable the responder, clear the checkbox, then select OK.
Automatic Replies for Microsoft Exchange Accounts
If your email account is a Microsoft Exchange account (you can set up an Outlook.com account as an Exchange account in Outlook), you can set up an out of office auto-reply directly on the server. Follow these steps for Outlook 2019, 2016, and Outlook for Microsoft 365.
Outlook Auto-Responder Tools and Add-Ins
Instead of setting up a rule in Outlook manually, use an add-in like Mail Responder for Outlook or tools like Email Responder (FreeBusy) or Auto Reply Manager. These tools are smart about sending only necessary out-of-office replies.
Inside My Organization: This message is sent to messages received from others inside the same company or organization as you.Outside My Organization: The message is sent to people outside of your organization. Select the Auto-reply to people outside my organization checkbox.
To maintain out-of-office replies more centrally on an Exchange server (including templates featuring fields merged with Active Directory), try Symprex Out-of-Office Manager.
How to Turn On Automatic Replies on Outlook.com
Enabling automatic replies on Outlook.com is a simple process. The feature doesn’t offer as many options as Outlook software does, but it is easy to use.
