Out of office in Outlook set up Automatic replies

Set Up an Outlook - An Automatic Replies Out of Office

There are quite a few ways to set up an automatic out of office reply in Outlook. It depends upon the type of Outlook account you have. If you have an Outlook exchange account you have to follow different sets of instructions then if you have the IMAP/POP3 Outlook account. That being said, the need to set out of office message in Outlook arises when you are not around to reply to your Outlook email. When you are on leave or vacation, you can utilize the out of office Outlook feature and set Outlook automatic replies to inform anyone who sends you an email that you are not in your office.

Setup instructions for the automatic out Of Office Reply in IMAP/POP3 Outlook Accounts

If you use an Outlook account most probably it will be the IMAP/POP3 account. Most of the users have this type of account where they can use their email accounts with Outlook app. Now if you want to set up out of office message in Outlook for this type of account, you have to first create a rule to send the automatic reply. It's easy; just follow the below-mentioned steps to set up Outlook out of office message.

First create a custom reply template

  • On your computer open Outlook and go to new email option.
  • The compose email window will open. What you need to do here is to write the body of the email. This will be the automatic out of office in Outlook reply stating your absence.
  • Now instead of sending it to anyone, click on the File tab and then choose to save as option.
  • Enter the name of the file and chose the file type as the Outlook template. When it's done click on the Save button.
  • You have created the custom message template. Now you have to set the automatic reply rule in Outlook.

Setup the automatic reply rule for out of office in Outlook

  • On the Outlook window, click on the home tab and then go to Rules. Here choose the Manage Rules & Alerts option.
  • On the rules and alert window, click on the email rules tab and then select the new rule option to create a new automatic out of office Outlook reply rule.
  • The rule wizard will open up and from the list, select Apply rule on messages I receive option and then click on the Next button.
  • Now to apply specific dates condition for which you will be out of the office, choose received in a specific date span, then specify the dates and tick mark both after and before checkbox.
  • The date range is specified; now select the reply using a specific template option from the rule wizard.
  • When you click on it, it will ask you to choose an email template, you will see the email template you have created earlier, select it, and then click on the open button.
  • You will be prompted to choose a name for the rule, enter it, and then click on the finish button.

Set up instructions for the automatic out Of Office Outlook Replies in Outlook Exchange Accounts

  • Outlook exchange account is for the business environment, and it's relatively easy to set the automatic out of office messages in Outlook exchange
  • Launch Outlook on your computer and click on the File tab then select the Automatic Replies (Out of Office) option.
  • Now you have to specify some perimeters for the out of office message Outlook.
  • Once you see the Send automatic replies box on the screen, click on it.
  • Now the first perimeter is the date, you can't be out of your office for an unspecified period, so you have to select a date range. To do this click on the only send during this time range option and then choose the from and to dates.
  • The next option you have to select is who will receive the automatic replies Outlook. It could be people inside your organization or from outside of the organization. Choose according to your preference.
  • The next step is to type the message; you want the people to receive in your absence from the office. Just type in the response and when you are done click on the OK button.
  • All the changes will be saved and the person who sends you an email during the specified date will receive a custom predefined Outlook out of office message.

Set Up instructions for the Automatic Out of Office Reply in Outlook Web Version

The popularity of Outlook web version is on the rise, and people find it more organized and simple to use then it's desktop's counterpart. But needless to say, you can enable the automatic replies Outlook feature in the web version too. The process is rather simple but a little different than the previously discussed ones.

  • You just head to the Outlook website and sign in to your account.
  • Once in your inbox, click on the settings icon and then from the bottom of the screen select View all Outlook settings option.
  • On the next screen, you will see the entire settings menu; you scroll down and select the Automatic replies settings from the list.
  • Several new options will appear, you should first enable the toggle button next to the Turn on automatic replies option.
  • After you tick mark, the Send replies only during a time period, box, you can specify the period for the out of office messages Outlook.
  • Now write the custom message you want the people who sent you the email to receive. You can choose who will receive the message; it could be anyone or only your contacts.
  • Once you have applied all the settings click on the Save button.

It's certainly great to be able to set an automatic Out of Office Reply in Outlook. We have detailed every instruction for different Outlook account and are quite sure that if you follow them correctly you won't face any problem while setting out of office message in Outlook.


Still after read all instruction not able to setup automatic replies Outlook out of office in Outlook then you should connect with official Outlook team to resolve your out of office Outlook issue as soon as possible

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