How to Set up Out of Office in Outlook and Send Automatic Replies?

Since you ended up here questing how to set up Out of Office in Outlook and send automatic replies, this blog walks you through the techniques quite effortlessly.

How to Set up Out of Office in Outlook?

The blog explains two ways to send automatic replies when you are not in the office. It will, however, depend on the type of email account you have or use.

  1. Set up Automatic Reply

Let’s learn how to turn on the notification by setting up the Out-of-Office feature in your Outlook.

  • Open Outlook and click “File” > “Automatic Replies”.
  • Select “Send automatic replied” in the box “Automatic Replies”. (If you want, you can set a date range for your automatic replies. You can turn it off manually when you are back on your desk. Or, it can turn itself off automatically.)
  • You will see a tab that says “Inside My Organization”. Here, you can type the response that you wish your colleagues or clients should get while you are away. Something like this – “Hi There, I will be out of the office from this date to this date. Please reach out to my manager for assistance.” Also that you don’t want to send this message to every email that you receive while you are out of the office, you should rather select “My contacts only”.
  • Press the “OK” button to save the changes or settings.

How to turn of out-of-office replies?

Once the setup is done, you will see a message under the ribbon. You need to just “Turn off” to disable automatic out-of-office replies. At the same time, you can use the above steps to change the dates.

Note: If you are using Outlook 2007, you need to choose “Tools” > “Out of Office Assistant”. Now, uncheck the checkbox “Send Out ofOffice auto-replies”.

Use Rules to Send Out of Office Message

Resort to the second method if you don’t see the Automatic Replies button. You need to use rules to send a message while you are out of the office. Take a look at the below steps to create an out-of-office template.

  • Open Outlook and create an email.
  • Enter your message that you want to send while you are not at the workstation.
  • Click “File” > “Save As”.
  • In the drop-down “Save as type”, click on the “Outlook Template (*.oft)”.
  • Choose the default location “c:\users\username\appdata\roaming\microsoft\templates” and click “Save”.

Now that the template is ready to use, check out the following steps to create your Out-of-Office rule.

  1. Go to “File” and click “Manage Rules & Alerts”.
  2. On the “E-mail Rules” tab (in the “Rules and Alerts”), click “New Rule”.
  3. Click on the option “Apply rule on messages I receive” under “Start from a blank rule” and click “Next”.
  4. Follow the on-screen instructions and select “Yes” when Outlook prompts you whether you want to apply this rule to all messages.
  5. In “Step 1: Select action (s)” under “What do you want to do with the message”, select “replying using a specific template”.
  6. Click the underlined text for a specific template, under “Step 2: Edit the rule description”.
  7. At the top of the box “Select a Reply Template” in the “Look In”, select the “User Templates in File System”.
  8. Select “Open” and click “Next”.
  9. Select “Next”.
  10. You have created your rule. Now, give it a name.
  11. Click on the “Finish” button if you think you are ready to turn on the feature. If not ready, uncheck the box “Turn on this rule”.

Leave Outlook running so that the rule can be applied when you are gone.

If you have created the rule much before your trip, you may want to turn it on later. This is how you can turn on a rule.

  • Launch Outlook and click on the “File” tab. Go to “Manage Rules & Alerts”.
  • On the tab “E-mail Rules”, look for the rule that you have created. Click “OK”.

That’s it!

So, the next time you want to travel with your family, don’t worry about your office emails. This amazing Outlook feature will take care of all your worries.

If you need technical assistance to carry out this task, you may contact Outlook Customer Support! The highly-trained professionals can take up any query and provide remote service in a timely manner.

Are you going to outstation soon? No worries! All your professional queries are well-handled.

Updated: October 29, 2020 — 5:42 am

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