Set up an automatic reply in Outlook

Automatic replies allow you to efficiently manage incoming emails during times when you are unable to respond immediately, such as during your vacation.

By setting up an automatic reply, you make your contacts aware that you are unavailable and give them an expectation of when they can expect a response. It presents a professional image, as recipients see that you take your communication seriously and are aware of following up on emails.

1. Click on File in the menu.
2. Click on the Automatic Replies button, under the Account Information section.
3. Check the box for Send automatic replies in the options box.
4. You can choose to have the auto-reply during a specific time interval. To do this, check the box that says Only send during this timerange. It's good to use time intervals for auto-replies, as there is a risk of forgetting to remove the auto-reply when you are back at work.
5. If you choose to have the auto-reply during a specific time interval, you can select a start and end date as well as a start and end time from the drop-down lists provided.
6. In the text field, write the automatic reply that you want to send within your organization. Often, the auto-reply sent to colleagues is a bit more informal. Sometimes, the reply also includes instructions on who your colleague can contact instead of you while you are away or how they can contact you by means other than email.
7. To write the auto-reply that will be displayed to external recipients, click on the tab just above the text field labeled Outside My Organization.
8. Fill in the response that you want to send outside the organization. Compared to the response sent within the organization, this response is usually a bit more formal. Perhaps you refer to a support email or to a colleague who can assist the external recipient. It's good to specify when you will be back at work so that the recipient knows when to expect a reply.
9. Click Ok to save your auto-replies.