Overview
This knowledge base document provides step-by-step instructions on how to set up automatic reply emails, also known as Out of Office responses, in Microsoft Outlook. The instructions cover both the Outlook desktop application and the Outlook web version.
How to:
Outlook Desktop Application
Step 1: Open Outlook
Open the Outlook application on your computer.
Step 2: Go to File
Click on the "File" tab located at the top left corner of the Outlook window.
Step 3: Automatic Replies
In the "File" tab, click on "Automatic Replies (Out of Office)".
Step 4: Set Up Automatic Replies
In the Automatic Replies window, select "Send automatic replies". You can also specify the time range during which you want the automatic replies to be sent by checking the "Only send during this time range" box and setting the start and end times.
Step 5: Compose Your Message
In the "Inside My Organization" tab, type the message you want to send as an automatic reply to people within your organization. You will also need to set a message for people outside your organization by clicking on the "Outside My Organization" tab and typing the message, this can be the same message copied onm
Step 6: Save Settings
Click "OK" to save your settings and enable automatic replies.
Outlook Web Version
Step 1: Open Outlook Web
Open your web browser and go to the Outlook web version (https://outlook.office.com).
Step 2: Go to Settings
Click on the gear icon located at the top right corner of the Outlook web page to open the Settings menu.
Step 3: Mail Settings
In the Settings pane, click on "Account" and then select "Automatic replies".
Step 4: Set Up Automatic Replies
In the Automatic Replies pane, select "Turn on automatic replies". You can also specify the time range during which you want the automatic replies to be sent by checking the "Send replies only during a time period" box and setting the start and end times.
Step 5: Compose Your Message
Type the message you want to send as an automatic reply. You can also set a different message for people outside your organization by checking the "Send replies outside your organization" box and typing the message.
Step 6: Save Settings
Click "Save" to save your settings and enable automatic replies.
By following these steps, you can easily set up automatic reply emails in Microsoft Outlook, ensuring that your contacts receive timely responses even when you are away. If you have any questions or need further assistance please reach out to the Solutions Center at 573-875-4357.
*If you are a Supervisor/Manager/Director needing to have another employees replies set up and they are already out of office, please submit a ticket at help.ccis.edu to have our Network Services team set up the automatic reply for the employee out of office.
Please include their email address and the dates they will be out of office, and the message you'd like for it to auto reply with.