How to Set Up an Automatic Reply in Microsoft Outlook

Introduction

Outlook’s Automatic Reply feature helps notify colleagues and clients when you’re unavailable. Whether you’re on vacation or unable to check emails, this guide covers setting up automatic replies on desktop and web platforms.

Steps for Outlook Desktop

1. Open Outlook and click File in the top-left corner.
2. Select Automatic Replies (Out of Office) from the Info tab.
3. In the dialog box:
   • Choose Send automatic replies.
   • Optionally, check Only send during this time range and set a start and end date/time.
4. Write your reply for internal recipients under the Inside My Organization tab.
5. To set a reply for external emails:
   • Click the Outside My Organization tab.
   • Check Auto-reply to people outside my organization and add a message.
6. Click OK to activate the automatic replies.

Steps for Outlook Web

1. Log in to Outlook Web.
2. Click the gear icon (Settings) in the top-right corner.
3. Search for Automatic Replies in the search bar and select the option.
4. Turn on Automatic Replies.
5. Optionally, specify a time range by checking the box and setting the duration.
6. Compose your automatic reply for both internal and external senders.
7. Save your settings by clicking OK.

Conclusion

Setting up automatic replies ensures your contacts are informed about your absence, helping manage expectations effectively.