How to set up Auto-Reply in Outlook or Outlook Online

Outlook users can set up automatic replies for when they are out-of-office or unavailable to respond to emails. 

Outlook App (on computer)

Outlook Online

To create an automatic reply in outlook (app), please first open the Outlook app (on the computer) and then follow the directions below:

  1. Select File > Automatic Replies.

    Note: If you don't see the Automatic Replies button, follow the steps to use rules to send an out of office message.

  2. Select Send automatic replies.

  3. If you don't want the messages to go out right away, select Only send during this time range.

  4. Choose the dates and times you'd like to set your automatic reply for.

  5. Type in a message. You can format the text using the tool bar, or cut and paste text you've formatted, including hyperlinked text. 

  6. Select OK.

Notes: 

  • To set an automatic reply for contacts outside your company, select Outside My Organization > Auto-reply to people outside my organization, type in a message, and select OK.

  • The OK button may be missing because of certain screen solution and scaling settings. To resolve this issue, you can adjust the screen resolution and scaling settings, or use a large monitor.

For more information and a tutorial video showing the steps to set up an Automatic Reply, please see the Microsoft Support website here.

 

To create an automatic reply in Outlook online, please follow the directions below:

Note: If the instructions don't match what you see, you might be using an older version of Outlook on the web. Try the Instructions for classic Outlook on the web.

  1. After logging in to your email account at outlook.com, at the top of the page, select Settings  > Mail > Automatic replies.

  2. Select the Turn on automatic replies toggle.

  3. Select the Send replies only during a time period check box, and then enter a start and end time.

    If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.

  4. Select the check box for any of the following options that you're interested in:

    • Block my calendar for this period

    • Automatically decline new invitations for events that occur during this period

    • Decline and cancel my meetings during this period

  5. In the box at the bottom of the window, type a message to send to people during the time you're away.

    If you like, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.

  6. If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization.

  7. When you're done, select Save at the top of the window.

If you didn't set a time period for automatic replies (step 4 earlier), you'll need to turn them off manually. To turn off automatic replies, sign in to Outlook on the web, choose Settings Settings > Mail > Automatic replies and then select the Automatic replies on toggle.

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