Set up an auto reply in Outlook in three steps
An auto reply (also called an out-of-office message) is an automatic email that Outlook sends to anyone who writes to you while you are away or unable to respond. You set it up in the File menu under Automatic Replies, choose your dates, write your message, and turn it on. The whole process takes about two minutes.
Auto replies are useful when you are on vacation, at a conference, or handling a temporary workload that prevents you from answering email quickly. They let people know you received their message and when they can expect a response. If you manage your inbox carefully, an auto reply also prevents people from resending the same message multiple times because they think you missed it.
Key Takeaways
- Open Outlook, go to File, then select Automatic Replies to create an out-of-office message.
- Choose whether your auto reply runs for a set time period or stays on until you manually turn it off.
- Write a message that tells people when you will be back and who to contact if the matter is urgent.
- You can set different messages for people inside your organization and people outside it.
How to turn on auto replies in Outlook desktop
Open Outlook on your computer. Click the File tab at the top left of the window. In the left sidebar, look for Info, and click it. You will see a button labeled Automatic Replies (Out of Office). Click that button.
A dialog box will open. At the top, you will see a radio button next to "Send automatic replies." Click it to turn on the feature. Below that, you have two options: "Only during a specific time period" or "Only while I am working outside my organization." For most situations, choose the first option and enter your start and end dates and times.
In the text box labeled "Inside My Organization," type the message you want people in your company to see. This can be brief: "I am out of the office until Monday, January 15. I will respond to your email when I return." In the "Outside My Organization" box, you can write a different message or leave it blank if you do not want to send replies to external addresses. Click OK when you are done.
How to turn on auto replies in Outlook on the web
If you use Outlook through a web browser instead of the desktop app, the process is slightly different. Log in to your email account. Click the gear icon in the top right corner and select "View all Outlook settings."
In the settings menu, click Mail, then Automatic Replies. Check the box next to "Turn on automatic replies." Choose whether you want the replies to run for a specific time period or stay on indefinitely. If you choose a time period, enter your start and end dates. Type your message in the text field. Click Save when you are finished.
Writing an auto reply message that actually helps
Your auto reply message should answer three questions: Are you away or just busy? When will you be back? Who should people contact if it is urgent? A good message is short and specific. "I am out of the office until Friday and will respond to all messages when I return" is better than "Thanks for your email."
If someone else is handling your work while you are gone, include their name and email address. For example: "I am out of the office until January 20. For urgent matters, please contact Sarah Chen at s.chen@company.com." This prevents people from waiting for your response when someone else can help them when ready.
Avoid apologizing repeatedly or over-explaining your absence. People do not need to know why you are away. Keep your message to two or three sentences. If you are away for more than a week, you might mention that you will have limited email access, but this is optional.
Turn off your auto reply when you return
If you set your auto reply to run for a specific time period, it will turn off automatically on the date you chose. If you selected "Only while I am working outside my organization" or did not set an end date, you need to turn it off manually.
Go back to File > Info > Automatic Replies (or Settings > Mail > Automatic Replies if you use the web version). Uncheck the box next to "Send automatic replies" or "Turn on automatic replies." Click OK or Save. Your auto reply is now off, and Outlook will stop sending the message to incoming emails.
What happens if you forget to turn off your auto reply
If you forget to disable your auto reply after you return, people will keep receiving your out-of-office message even though you are checking email. This can confuse colleagues and clients who think you are still away. They may try to reach someone else or assume you are ignoring them.
The best way to avoid this is to set a specific end date and time when you create the auto reply. Outlook will turn it off automatically, and you will not have to remember. If you do forget and realize it later, turn it off as soon as you notice. You can also set a phone reminder for the day you return to work.
Auto replies and email forwarding are different
An auto reply sends a message back to the sender but does not move their email anywhere. Email forwarding sends their actual message to another person's inbox. You can use both at the same time: set up an auto reply so people know you are away, and forward your emails to a colleague so they can handle urgent matters.
To set up forwarding in Outlook desktop, go to File > Info > Mail > Forwarding. Enter the email address where you want messages sent. You can choose to keep a copy in your inbox or delete it after forwarding. In Outlook on the web, go to Settings > Mail > Forwarding and enter the address the same way.
Frequently Asked Questions
Can I send different auto replies to different people?
Outlook lets you send one message to people inside your organization and a different message to people outside it. You cannot create separate replies for individual people or specific groups. If you need that level of control, you would need to use email rules or a third-party tool.
What if I want my auto reply to stay on indefinitely?
When you set up automatic replies, you can choose not to set an end date. In Outlook desktop, do not check the "Only during a specific time period" box. In Outlook on the web, leave the end date blank. Your auto reply will stay on until you manually turn it off in the same menu.
Does my auto reply send to people I have blocked?
No. If you have blocked someone in Outlook, they will not receive your auto reply or any other email from you. Blocked contacts are completely excluded from your email system.
Can I schedule an auto reply to start in the future?
Yes. When you set up automatic replies, you can enter a start date that is days or weeks away. Outlook will not send the auto reply until that date arrives. This is useful if you know you will be away soon and want to set it up in advance.
What if someone sends me multiple emails while my auto reply is on?
Outlook sends an auto reply only once per person during your out-of-office period. If the same person emails you five times, they will receive your auto reply message only on their first email. This prevents your contacts from being flooded with repeated automatic responses.