Send automatic out of office replies from Outlook 2016, 2013, 2010, 2007

2016, 2013, 2010

You can only send automatic out-of-office replies using these steps if you have an Office 365, Outlook.com, or Exchange account. For all other email accounts, see Forward and redirect email automatically.

1.  Select File > Automatic Replies.

2.  In the Automatic Replies box, select Send automatic replies.

Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.

NOTE: If you don’t see Automatic Replies, you’re probably using Outlook with a POP or IMAP account. See Forward and redirect email automatically for instructions on setting up automatic replies.

3.  On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

NOTE: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

4.  Select OK to save your settings. Turn off automatic out-of-office replies

When Outlook is setup to send automatic replies, you’ll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

Troubleshooting: I don’t see Automatic Replies

If you don’t see Automatic Replies after selecting File, you’re probably using a Gmail, Yahoo, or other POP or IMAP account that doesn’t support the Outlook Automatic Replies feature. You can setup a rule that will reply to incoming messages, but only if you leave Outlook running. For more information, see Manage email messages by using rules.

2007

There are two different ways to set up automatic replies. The method you choose depends on the type of email account you have in Outlook.

I have an Exchange Server account

Turn the Out of Office Assistant on or off

1.  On the Tools menu, click Out of Office Assistant.

NOTE: The Tools menu appears on the main Outlook window. The main window is the same window that appears when you start Outlook and includes the File, Edit, View, Go, Tools, Actions, and Help menus. There is no Tools menu in windows where you create or view items such as email messages, contacts, or tasks.

If the Out of Office Assistant command does not appear, an alternative method to automatically reply to messages is available for all Outlook users. Go to I have an Outlook.com, Hotmail, Gmail, Yahoo! or other POP3 or IMAP account.

2.  Click Send Out of Office auto-replies.

3.  If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto-replies will be sent until you click Do not send Out of Office auto-replies.

4.  On the Inside My Organization tab, type the response that you want to send while you are out of the office

To send auto-replies to people out of your organization, continue with steps 4 and 5.

5.  On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office.

Organization is usually defined as your company and includes people who have an Exchange Server account on your email system.

When the Auto-reply to people outside my organization check box is selected, the Outside My Organization tab displays (On) next to the tab name.

6.  On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent.

NOTE: The contact must exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be sent.

I have an Outlook.com, Hotmail, Gmail, Yahoo! or other POP3 or IMAP account

You can combine an Outlook email template with Outlook rules to reproduce the functionality of the Out of Office Assistant, which is available only to Exchange Server account users. By using this combination, you can use your email account to send automated replies to incoming messages.

IMPORTANT: You must leave your computer turned on and Outlook running for the automated replies to be sent.

Step 1: Create a message template

1. On the File menu, point to New, and then click Mail Message.
2. On the Options tab, in the Format group, click Plain Text.
3. In the message body, type the message that you want to send as your automated reply.
4. In the message window, click the Microsoft Office Buttonand then click Save As.
5. In the Save As dialog box, in the Save as type list, click Outlook Template (*.oft).
6. In the File name box, type a name for your message template, and then click Save.

Step 2: Create a rule to automatically reply to new e-mail messages

1. On the Tools menu, click Rules and Alerts.
2. In the Rules and Alerts dialog box, click New Rule.
3. Under Start from a blank rule, click Check messages when they arrive, and then click Next.
4. Under Which condition(s) do you want to check?, select the sent only to me check box and any other criteria that you want, and then click Next.
5. When you see a dialog box informing you that this rule will be applied to every message that you receive, click Yes.
6. Under What do you want to do with the message?, select the reply using a specific template check box.
7. Under Step 2: Edit the rule description (click an underlined value), click a specific template.
8. In the Select a Reply Template dialog box, in the Look In box, click User Templates in File System.
9. Select the template that you created in the previous section, and then click Open.
10. Click Next.
11. Optionally, select the check boxes for any exceptions to the auto-reply rule.
12. Click Next.
13. Under Step 1: Specify a name for this rule, type a name for the auto-reply rule, and then click Finish.

TIP: Consider creating an Outlook task or to-do reminder to help you remember to turn off this rule when you want to stop sending automatic replies.

The reply using a specific template rule in the Rules Wizard sends your automated reply only once to each sender during a single session. This rule prevents Outlook from sending repetitive replies to a single sender from whom you receive multiple messages. During a session, Outlook keeps track of the list of users to whom it has responded. If you exit Outlook and then restart it, however, the list of the senders who have received automated replies is reset.

IMPORTANT: For the Rules Wizard to send a reply automatically, Outlook must be running and configured to check periodically for new messages.