How to Setup an Automatic Reply in Microsoft Outlook

Written by: Jay H.

Setting up an auto-reply in Outlook can help you manage your communication effectively, especially when you’re away from the office or unable to respond to emails promptly. Auto-replies, often used for vacation or out-of-office messages, inform senders of your absence and can provide them with alternative contact information. Here’s a how to set up auto-reply in any version of Outlook.

1. Using the Outlook Desktop Application

For Outlook 2016, 2019, and Microsoft 365

1. Open Outlook: Launch your Outlook application on your desktop.
2. Go to File: Click on the File tab located in the upper-left corner.
3. Select Automatic Replies (Out of Office):
   • Click on the Info tab on the left.
   • Choose Automatic Replies (Out of Office).
4. Turn on Automatic Replies:
   • In the Automatic Replies box, select Send automatic replies.
   • Optionally, you can check the Only send during this time range box to set a specific start and end time for your auto-reply. If you don’t set a time range, auto-replies will remain active until you turn them off.
5. Compose Your Message:
   • Under the Inside My Organization tab, write the message that will be sent to colleagues within your organisation.
   • If you want to send auto-replies to people outside your organization, switch to the Outside My Organization tab and compose a separate message for external contacts.
6. Click OK: Once you have finished writing your messages, click OK to activate your auto-reply.

For Outlook 2013

The steps are similar to the ones above, but instead of clicking on Automatic Replies (Out of Office) directly, you might need to navigate through File > Info and look for the option under the Account Information section.

2. Using Outlook on the Web 

If you’re using Outlook on the web, follow these steps:

1. Sign in to Outlook Web App: Go to your Outlook account through your web browser.
2. Click on the Gear Icon: This is located in the top-right corner to open Settings.
3. Select View All Outlook Settings:
   • Scroll down and select View all Outlook settings at the bottom.
4. Go to Mail > Automatic Replies:
   • In the settings menu, click on Mail and then select Automatic replies.
5. Turn on Automatic Replies:
   • Toggle the Automatic replies on option to enable it.
   • You can set a time range for your auto-replies by checking the corresponding box.
6. Compose Your Message:
   • Write your auto-reply message in the provided text box.
   • You can also set a different message for senders outside your organization by checking the appropriate box and entering your message.
7. Save Changes: After you have composed your message, click Save to activate your auto-reply.

3. Using the Outlook Mobile App

Setting up an auto-reply in the Outlook mobile app is slightly different:

1. Open the Outlook App: Launch the Outlook app on your mobile device.
2. Go to Settings: Tap on your profile icon in the top-left corner and then tap on the gear icon to access Settings.
3. Select your Email Account: Tap on the email account for which you want to set up auto-replies.
4. Enable Automatic Replies:
   • Find the Automatic Replies option and toggle it on.
   • Optionally, set a time range for your replies.
5. Compose Your Message: Enter the message you want to send as an auto-reply.
6. Save Changes: After composing your message, tap on Save to activate the auto-reply feature.

Conclusion

Setting up an auto-reply in Outlook keeps your contacts informed when you are not available to respond to emails. If you are going on vacation, a break, or just taking some time away from your email, keep your contacts informed by quickly setting up an auto response in Outlook.

If you have difficulties setting an auto response in any version of Outlook, or are experiencing other computer-related issues, get in contact with one of our expert support technicians today.