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How to Set Automatic Replies in Outlook

An effective out-of-office automatic reply in Outlook makes sure that while you're away people know you're unavailable when you'll be back, and what they should do if they have an issue that needs immediate attention.


The set up for an out-of-office reply in Outlook differs depending on whether your email account is on a Microsoft Exchange server, or is an IMAP or POP email account (such as common email services like Gmail, Yahoo Mail, and others).

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How to Tell Whether You Have an Exchange Account

If you are unsure whether you are using Outlook with an Exchange account, look in the status bar at the bottom of the Outlook window. If you're using an Exchange account, you'll see Connected to: Microsoft Exchange in the status bar.


Create Your Automatic Reply Email Template

To set up an automatic reply in Outlook for an IMAP or POP email account (for Exchange, see further below), use Outlook's rules feature. Begin by creating a email template for the auto-reply email that will be sent to recipients while you're away.


  1. Select New Email.
  2. Enter the Subject for the email, and the message text that tells the recipient that you're unavailable.
  3. When you're finished composing your auto-reply message, select File.
  4. Select Save As.
  5. Select the Save as type dropdown arrow and select Outlook Template.
  6. Outlook uses the template's subject by default as the name in the File name text box. Change this to anything you like that lets you know it's your out-of-office email template file.
  7. Select Save
  8. Close the message window.

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Create an Out-Of-Office Automatic Reply Rule

The next step for IMAP or POP email accounts is to set up an Outlook rule. This rule will send a response using the template you created in the previous section.


  1. Select File > Info.
  2. Select Manage Rules & Alerts.
  3. Select the Email Rules tab.
  4. Under Apply changes to this folder, select the email account you're creating the automatic response for.
  5. Select New Rule.
  6. In the Start from a blank rule section, select Apply rule on messages I receive.
  7. Select Next.
  8. Under Step 1: Select condition(s), select the Where my name is in the To box checkbox.
  9. Select Next.
  10. Under Step 1: Select action(s), select the reply using a specific template checkbox.


How to Enable and Disable Automatic Replies for IMAP and POP Email Accounts

For IMAP and POP email accounts, enable the automatic responder whenever you need it. Go to File > Manage Rules & Alerts > Email Rules, select the checkbox next to your auto-responder rule, then select OK.

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To disable the responder, clear the checkbox, then select OK.


Automatic Replies for Microsoft Exchange Accounts

If your email account is a Microsoft Exchange account (you can set up an Outlook.com account as an Exchange account in Outlook), you can set up an out of office auto-reply directly on the server. Follow these steps for Outlook 2019, 2016, and Outlook for Microsoft 365.


  1. Select File > Info.

  3. Select Automatic Replies.
  4. Select Send automatic replies. Compose your automatic reply message in the text box.
  5. Optional: Set the time frame during which you want the auto-reply to be active. Select the Only send during this time range checkbox. Then set the Start time and End time. Only messages received during this range will receive an automatic reply.

  7. If you work inside a company or organization, you may have additional options for your automatic replies:

  9. Inside My Organization: This message is sent to messages received from others inside the same company or organization as you.
  10. Outside My Organization: The message is sent to people outside of your organization. Select the Auto-reply to people outside my organization checkbox.

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Outlook Auto-Responder Tools and Add-Ins

Instead of setting up a rule in Outlook manually, use an add-in like Mail Responder for Outlook, or tools like Email Responder (FreeBusy) or Auto Reply Manager. These tools are smart about sending only necessary out-of-office replies.


To maintain out-of-office replies more centrally on an Exchange server (including templates featuring fields merged with Active Directory), try Symprex Out-of-Office Manager.

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How to Turn On Automatic Replies on Outlook.com

Enabling automatic replies on Outlook.com is a simple process. The feature doesn't offer as many options as Outlook software does, but it is easy to use.

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