Overview
This knowledge base article provides step-by-step instructions on how to set up automatic reply emails, also known as Out of Office responses, in Microsoft Outlook. Setting up automatic replies ensures that your contacts receive timely notification when you are away. This guide covers both the Outlook Desktop Application and the Outlook on the Web version.
Applies to: Staff Faculty
Method 1
Outlook Desktop Application
1 Open Outlook Desktop
Launch the Microsoft Outlook application on your computer.
2 Click on the File Tab
Access your account settings from the main menu.
●Click on the File tab located in the top-left corner of the Outlook ribbon.
3 Select Automatic Replies (Out of Office)
Open the Automatic Replies configuration window.
●In the Info view, click on Automatic Replies (Out of Office).
4 Configure Automatic Replies and Time Range
Enable the feature and schedule the duration of your absence.
●Select Send automatic replies.
●Check the Only send during this time range box and set your Start time and End time.
5 Compose Internal and External Messages
Set custom response messages for colleagues within Columbia College as well as external senders.
●In the Inside My Organization tab, enter the response message for Columbia College colleagues.
●Click on the Outside My Organization tab to set a message for external senders (this can be the same message copied from the internal tab).
6 Save Settings
Click OK to save your settings and activate your automatic replies.
Method 2
Outlook on the Web
1 Open Outlook on the Web
2 Open Settings
Click the gear icon (Settings) located in the upper-right corner of the Outlook web page.
3 Navigate to Automatic Replies
In the Settings pane, select Accounts (or Mail) and then click on Automatic replies.
4 Turn On Automatic Replies and Set Schedule
Enable the toggle and specify the active period.
●Toggle on Turn on automatic replies.
●Check Send replies only during a time period and choose your start and end dates and times.
5 Compose Response Message
Type the message you want contacts to receive while you are out. You can also check Send replies outside your organization to set an external response.
6 Save Settings
Click Save to confirm your changes and activate the out-of-office message.
Supervisor & Manager Notice: Employee Already Out of Office
If you are a Supervisor, Manager, or Director needing to set up automatic replies for an employee who is already out of the office, please submit an Employee Support Request ticket. Network Services can configure the automatic reply on their behalf. Please be sure to include the employee's email address, the date range they will be out of office, and the desired reply message in your ticket request.
Support & Assistance
Get Help
Need additional assistance configuring Out of Office replies or managing your Outlook email account? Contact the Technology Solutions Center at 573-875-4357 or use the links below: