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How To Send Automatic Reply In Outlook

In case you are going out of the office for a few days, and won’t be able to reply to your emails, then it is better to use the Automatic Reply feature in the Outlook email client. The steps to set up “Automatic Replies” are given on this page.

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Check for the Automatic Replies option:

  • Step 1:Launch the Outlook email client.
  • Step 2:Click the File tab to open the Account Information window.
  • Step 3:If you see the Automatic Replies (Out of Office) option, proceed with Method 1.
  • Step 4:If the Automatic Replies feature is not available in your Outlook email client, go to Method 2.

Method 1 - Setting up an automatic reply

  • Step 1:Click the Automatic Replies button in the Account Information window.
  • Step 2:Select the radio button beside the Send automatic replies option.
  • Step 3:Navigate to the ‘Inside My Organization’ section and then compose an email message that you want to send as the reply automatically.
  • Step 4:Click OK to save the settings.

Method 2 - Using rules

  • Step 1:Compose a new email message in the Outlook email client, click the File tab, and choose the Save As option.
  • Step 2:Create a template name.
  • Step 3:Choose the Outlook Template (*.oft) option from the Save as type drop-down menu.
  • Step 4:Specify the location to save your template and click the Save option.
  • Step 5:Return to the main interface of the Outlook email client.
  • Step 6:Navigate to the File tab and select the Manage Rules & Alerts option.
  • Step 7:When the Rules and Alerts dialog box opens, click the Email Rules tab followed by the New Rule button.
  • Step 8:Navigate to Start from a blank rule, select the ‘Apply rule on messages I receive’ option, and click Next.
  • Step 9:To reply to every email, you have to select the following two options.
  • Step 10:Select action -> Reply using a specific template
  • Step 11:Edit the rule description
  • Step 12:Click the Next option followed by the Yes option.
  • Step 13:Go to the Look In section and select the User Templates in File System option.
  • Step 14:Choose the template that you have created and click Open -> Next.
  • Step 15:If needed, add exceptions and select the Next option.
  • Step 16:Create a rule name.
  • Step 17:Check if the ‘Turn on this rule’ option is selected.
  • Step 18:Note: If you deselect this option, you can enable it later also.
  • Step 19:Click the Finish option.