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Creating Automatic Replies in Outlook

Posted by Roger Hyttinen on

If you are using an Exchange account (Hotmail.com, Outlook.com or a company Exchange Server account) and are going to be away from your computer or unavailable for any length of time, such as if you’re going on vacation or will otherwise be out of the office, you may wish to consider setting up an automatic reply to any new email that you receive. This lets the sender know that you are temporarily unavailable and to not expect a prompt response to their message.

Automatic Replies dialog box

If you are using an company Exchange account, you can specify a different reply for those within your organization and those outside of your organization.

To Create an Automatic Reply

  1. Click the File tab on the Ribbon and then click Info.
  2. Click the Automatic Replies icon.
    Automatic Replies icon

  3. Click the Send Automatic Replies radio button to turn the feature on and to activate the time range boxes.

  4. To limit automatic replies to a specific time range, click the checkbox next to “Only send during this time range”. Select the date & times in the Start Time and End Time boxes. Once the End Time has passed, Outlook will no longer send automatic replies.

    Start and End Date and Time options

  5. Type in the message that you want to use for the autoreply in the message content area. Apply any desired formatting from the Formatting Toolbar.

    Typing autoreply text

  6. Click OK.

  7. To turn off automatic replies, click the radio button next to:Do not send automatic replies.

Tip: If you are using a company Exchange account, two additional tabs will display in the Automatic Replies box: Inside My Organization and Outside My Organization, allowing you custom tailor your replies even further.


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