How To Set Up Auto Reply In Outlook ?

To know how to send automatic replies from your Microsoft Outlook email client, refer to the instructions given on this web page. All versions of the Microsoft Outlook application will not support the ‘Automatic Replies (Out of Office) feature.

Scenario 1 - Outlook With the Automatic Replies (Out of Office) feature

  • Step 1: If your Microsoft Outlook application supports the Automatic Replies feature, carry out the instructions provided below to Set Up Auto Reply In Outlook.
  • Step 2: After you launch the Microsoft Outlook application, navigate to the Account Information window by clicking the File tab.
  • Step 3: Select the Automatic Replies (Out of Office) option.
  • Step 4: Note: If you use the Microsoft Outlook 2007 application, click the Tools tab and select the Out of Office Assistant option.
  • Step 5: Now, the Automatic Replies dialog box will appear on the screen.
  • Step 6: Once you select the radio button next to the ‘Send automatic replies’ option, set a time range for your automatic replies.
  • Step 7: Click the Inside My Organization tab and type the message that you want to send as a reply and then select the OK option.
  • Step 8: Once done with the setup, the ‘Automatic Replies will be sent for this account’ message will appear on the screen.
  • Step 9: If you want to disable the Automatic Replies feature, click the Turn Off option next to this message.

Scenario 2 - Outlook Without the Automatic Replies (Out of Office) feature

  • Step 1: If the Automatic Replies option is not displayed in the Account Information window, create a rule by performing the following instructions to send automatic replies.
  • Step 2: Go to the main window of the Microsoft Outlook application and compose a new message that you need to send as an automatic reply.
  • Step 3: Once done, navigate to the File tab and choose the Save As option.
  • Step 4: Give a name to save the template and then choose the Outlook Template (*oft) option from the Save as type drop-down list.
  • Step 5: By default, this template is saved in the ‘c:\users\username\appdata\roaming\microsoft\templates’ location. You can change this location. But, leave as it is in the default location.
  • Step 6: After you click the Save option, the created template is saved in the specified location.
  • Step 7: On the main interface of the Microsoft Outlook application, click the File tab and choose the Manage Rules & Alerts option.
  • Step 8: This will open the Rules and Alerts dialog window on the screen.
  • Step 9: Navigate to the Email Rules tab and click the New Rule option.
  • Step 10: Go to the Start menu from a blank rule section, select the ‘Apply rule on messages I receive’ option, and click the Next option.
  • Step 11: Navigate to the Select Actions section and select the ‘Reply using a specific template’ option.
  • Step 12: Click the ‘Select a Reply template’ option followed by the ‘User Templates in File System’ option in the Look In dialog box.
  • Step 13: Browse and choose the template that you have created and click Open -> Next.
  • Step 14: If needed, add additional exceptions and click the Next option.
  • Step 15: Make sure to give a name for the rule. Check if the ‘Turn on this rule’ option is selected.
  • Step 16: After creating the rule, click the Finish option.
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