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Microsoft Outlook’s Out of Office Assistant feature allows you to set up automatic replies to people who send emails while you’re on vacation or out of the office. This feature is only available to users with Microsoft Exchange accounts; however, Home users who don’t use an Exchange account can create their own out of office message templates and rules for Outlook to automatically reply. If you’re not sure about your account type, understand that Exchange accounts are commonly used by most businesses or schools. This wikiHow teaches you how to set up an out of office reply in Outlook in both cases: using an Exchange account and another.
Steps
On Outlook 2010-2019 and Outlook for Office 365
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Launch Microsoft Outlook on the personal computer. This application is usually located in the Start Menu.
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Click Info in the File tab. This option is in the ribbon above the inbox, next to options like Home , Send/Receive , Fpder , View and Groups .
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Click Automatic Replies (Out of Office) . The Automatic Replies dialog box opens.
- If this option isn’t available, it’s likely that your account isn’t of the Exchange type. Follow the method in this article to enable automatic replies for accounts other than Exchange.
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Click to check the box next to “ Send Automatic Replies”. When you click this box, a checkmark will appear showing that the option is enabled.
- If you want to specify a time, click the box next to the “Only send during this time range” option, then select the start and end times. For example, if you are planning to travel for two weeks, you can choose the period during which you will be resting so that the answer only works at that time.
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Click the Inside my organization tab. This option is above the large, empty text frame.
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Enter the auto-reply that you’d like to message to the office or company co-workers to email to. Only addresses with the same domain name (e.g. @wikiHow.com) will receive the messages you enter here.
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Click the Outside my organization tab. This option is located above the large uncontented text frame.
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Enter the auto-reply that you want to message people outside of your organization who will email you. For example, you can enter a message explaining that you are on leave, and forward questions and concerns to another contact in the office. Only emails sent from an address with a different domain than yours will see this message.
- There will be a drop-down box for you to choose the font and size, as well as function buttons for formatting the message text.
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Click OK . Individuals who send emails in your absence will receive pre-made auto-reply. If you don’t select a time period, auto replies will be sent until you turn off the feature. [1] X Trusted Source Microsoft Support Go to Source
On Outlook 2007
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Launch Microsoft Outlook on the personal computer. This application is usually located in the Start Menu.
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Click Out of Office Assistant in the Tops tab. The Tops tab belongs to the menu bar located along the upper left side of the program window. The Out of Office Assistant dialog box opens.
- If this option isn’t available, it’s likely that your account isn’t of the Exchange type. Follow the method in this article to enable auto-reply for accounts other than exchange.
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Click to select the circle next to “Send Out of Office auto- replies ”.
- If you want to specify a time, click the box next to the “Only send during this time range” option, then select the start and end times. For example, if you are planning to travel for two weeks, you can choose the period during which you will be resting so that the answer only works at that time.
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Click the Inside my organization tab. This option is above the large, empty text frame.
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Enter the auto-reply that you’d like to message to the office or company co-workers to email to. Only addresses with the same domain name (e.g. @wikiHow.com) will receive the messages you enter here. For example, you can explain that you are on leave and that your manager will handle the work for you during this time.
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Click the Outside my organization tab. This option is above the large and empty text frame.
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Enter the auto-reply that you want to message people outside of your organization who will email you. For example, you can enter a message explaining that you are on leave, and forward questions and concerns to another contact in the office. Only emails sent from an address with a different domain than yours will see this message.
- There will be a drop-down box for you to choose the font and size, as well as function buttons for formatting the message text.
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Click OK . Individuals who send emails in your absence will receive pre-made auto-reply. If you don’t select a time period, auto replies will be sent until you turn off the feature. [2] X Trusted Source Microsoft Support Go to Source
On Outlook 2003
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Launch Microsoft Outlook on the personal computer. This application is usually located in the Start Menu.
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Click Out of Office Assistant in the Tops tab. The Tops tab belongs to the menu bar located along the upper left side of the program window. The Out of Office Assistant dialog box opens.
- If this option isn’t available, it’s likely that your account isn’t of the Exchange type. Follow the method in this article to enable auto-reply for accounts other than exchange.
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Click to select the circle next to the text “ I am currently Out of the Office”.
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Type a message in the text box. Individuals who email in the near future will receive this reply only once until you return to the office.
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Click OK . All organizations that email you will receive an out-of-office reply indefinitely, or until you select “I am currently in the office”. [3] X Trusted Source Microsoft Support Go to Source
For non-Exchange accounts
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Launch Microsoft Outlook on the personal computer. This application is usually located in the Start Menu.
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Click New Email in the Home tab. This tab is in the ribbon above the inbox, next to the File , Send/Receive , Fpder , View , and Groups tabs . A blank email will open.
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Edit out of office email templates. First, leave the To… and CC… lines blank.
- Enter a subject for the email, such as “Out of office,” so people know they’re getting an automatic response from you.
- Enter the replies that you want to automatically send to the people who will email you in the body of the email. This message will be used as an “out-of-the-office” template.
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Click the File tab and click Save As . The “Save As” dialog box will open.
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Click Outlook Template from the “Save as type” drop-down menu.
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Enter a name for the message template, then click Save . So this template can be used every time you are away via email on your personal Outlook account.
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Click the File tab and select Manage Rules and Alerts . To have the template automatically sent to other users in your absence, you need to create a rule that lets Outlook know and automatically reply to emails with this template.
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Click New Rule . This option is located below the Email Rules tab. The Rule Wizard dialog box will pop up and guide you through the rule creation process.
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Click “Apply rules on messages I receive”. This option is located below the “Start from a blank rule” heading.
- Click Next twice to proceed with creating the rule. You need to click Next on the page of options, but leave the boxes in Steps 1 and 2 blank for the rule to work.
{“smallUrl”:”https://www.wikihow.com/images_en/thumb/5/55/Set-Up-Out-of-Office-in-Outlook-Step-32-Version-3.jpg/v4- 460px-Set-Up-Out-of-Office-in-Outlook-Step-32-Version-3.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/5/55/ Set-Up-Out-of-Office-in-Outlook-Step-32-Version-3.jpg/v4-728px-Set-Up-Out-of-Office-in-Outlook-Step-32-Version-3. jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight”:546,”licensing”:”<div class=”mw-parser-output”></div>”}
Click the box next to the line “reply using a specific template”. This option is below the heading “What do you want to do with the message?” (What do you want to do with this message?)
{“smallUrl”:”https://www.wikihow.com/images_en/thumb/7/77/Set-Up-Out-of-Office-in-Outlook-Step-33-Version-3.jpg/v4- 460px-Set-Up-Out-of-Office-in-Outlook-Step-33-Version-3.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/7/77/ Set-Up-Out-of-Office-in-Outlook-Step-33-Version-3.jpg/v4-728px-Set-Up-Out-of-Office-in-Outlook-Step-33-Version-3. jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight”:546,”licensing”:”<div class=”mw-parser-output”></div>”}
Click the “a specific template” link in Step 2. A box will pop up.
{“smallUrl”:”https://www.wikihow.com/images_en/thumb/9/97/Set-Up-Out-of-Office-in-Outlook-Step-34-Version-2.jpg/v4- 460px-Set-Up-Out-of-Office-in-Outlook-Step-34-Version-2.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/9/97/ Set-Up-Out-of-Office-in-Outlook-Step-34-Version-2.jpg/v4-728px-Set-Up-Out-of-Office-in-Outlook-Step-34-Version-2. jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight”:546,”licensing”:”<div class=”mw-parser-output”></div>”}
Select “User Templates in File System” from the “Look In” drop-down menu.
- Double-click the template you created earlier to select it as your out-of-office auto-reply.
{“smallUrl”:”https://www.wikihow.com/images_en/thumb/c/c2/Set-Up-Out-of-Office-in-Outlook-Step-35-Version-2.jpg/v4- 460px-Set-Up-Out-of-Office-in-Outlook-Step-35-Version-2.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/c/c2/ Set-Up-Out-of-Office-in-Outlook-Step-35-Version-2.jpg/v4-728px-Set-Up-Out-of-Office-in-Outlook-Step-35-Version-2. jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight”:546,”licensing”:”<div class=”mw-parser-output”></div>”}
Click Next . You will be redirected to the final step in the Rules Wizard, where we can name the rule, set exceptions, and review it.
- Enter a name for the autoresponder rule you just created.
{“smallUrl”:”https://www.wikihow.com/images_en/thumb/8/85/Set-Up-Out-of-Office-in-Outlook-Step-36-Version-2.jpg/v4- 460px-Set-Up-Out-of-Office-in-Outlook-Step-36-Version-2.jpg”,”bigUrl”:”https://www.wikihow.com/images/thumb/8/85/ Set-Up-Out-of-Office-in-Outlook-Step-36-Version-2.jpg/v4-728px-Set-Up-Out-of-Office-in-Outlook-Step-36-Version-2. jpg”,”smallWidth”:460,”smallHeight”:345,”bigWidth”:728,”bigHeight”:546,”licensing”:”<div class=”mw-parser-output”></div>”}
Click Finish . From now on, any user who sends you an email will receive an automatic reply according to the template you created. [4] X Research Sources
Advice
- You might consider adding actual dates you’re out of the office, as well as alternate contacts, to your out-of-office autoresponder. This information will help individuals know when they can get back to you and who they need to contact when you’re not there.
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Microsoft Outlook’s Out of Office Assistant feature allows you to set up automatic replies to people who send emails while you’re on vacation or out of the office. This feature is only available to users with Microsoft Exchange accounts; however, Home users who don’t use an Exchange account can create their own out of office message templates and rules for Outlook to automatically reply. If you’re not sure about your account type, understand that Exchange accounts are commonly used by most businesses or schools. This wikiHow teaches you how to set up an out of office reply in Outlook in both cases: using an Exchange account and another.
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