Save Time with Automatic Out of Office Replies in Outlook

Are you tired of manually responding to every email when you’re away from the office? Do you wish there was a way to set up automatic replies in Microsoft Outlook? Well, you’re in luck! This comprehensive guide will show you how to set up automatic external replies in Microsoft Outlook. Whether you’re using the Outlook desktop app, the web version, or even an older version like Outlook 2007 or 2019, we’ve got you covered. Let’s dive in!

What are Automatic Replies in Outlook?

Automatic Messages in Outlook, also known as out-of-office messages, are automated responses sent to the sender when you’re not available from your desk or on vacation. This feature is available in all versions of Outlook, including the desktop app and the web version.

Why Use the Out-of-Office Feature in Outlook?

Using the out-of-office feature in the app lets others know that you’re away and won’t be responding immediately to their emails. Unquestionably, it is a professional way to manage expectations and maintain communication even when you’re not available.

How to Set Up External Replies?

Setting up out-of-office responses in Outlook is a straightforward process. You can specify the date and time range for your automatic external responses and even set different messages for senders inside and outside your organization. So here’s how to set it up:

How to Set an External Response in Outlook Desktop App?

To set an out-of-office message in the desktop app, follow these steps:

1. Open the app and go to the “File” tab.
2. Click on “Automatic Replies”.
3. In the pop-up that appears, select send.
4. Optionally, set a date and time range for your automatic external responses.
5. Type the response that you want to send to teammates or colleagues in the “Inside My Organization” tab.
6. If you wish to send automatic external replies, go to the “Outside My Organization” tab, select “Auto-reply to people outside my organization”, and type your message.

 

How to Enable Automatic External Responses in Outlook on the Web?

If you’re working on  Outlook on the web, the process to enable automatic external responses is slightly different. Follow these steps:

1. Sign in to the site.
2. Go to “Settings” > “View all Outlook settings” > “Mail” > “Automatic replies”.
3. Select “Turn on automatic replies”.
4. Set the start and end times for your automatic external responses.
5. Type the automatic reply message in the text box.
6. Click “Save”.

Setting Up Automatic External Responses in Outlook for Windows

For those using Windows, here’s how to set up automatic replies:

1. Open the site and click on “File” > “Info” > “Automatic Replies”.
2. In the pop-up that appears, select send.
3. If you want to set a date range for your automatic replies, check the “Only send during this time range” box and specify the start and end times.
4. In the “Inside my organization” tab, type the message you want to send to your colleagues.
5. If you wish to send automatic replies to people outside your organization, go to the “Outside my organization” tab, select “Auto-reply to people outside my organization”, and type your message.

Creating Out-of-Office Responses in Outlook 2007 and 2019

If you’re using an older version of the software, like 2007 or 2019, you can still set up out-of-office replies. Here’s how:

1. Open Outlook and go to “Tools” > “Out of Office Assistant”.
2. In the “Out of Office Assistant” dialog box, select “I am currently Out of the Office”.
3. In the “AutoReply only once to each source with the following text” box, type your message.

How to Send Automatic Replies in Office 365?

Office 365 users can also send automatic out-of-office responses. Here’s how:

1. Sign in to Office 365 and open the app.
2. Click on “File” > “Automatic Replies”.
3. In the pop-up, select “Send automatic replies”.
4. Set the start and end times for your automatic replies.
5. Type your message in the text box.

How to Turn Off Automatic Messages in Outlook?

When you’re back in the office, don’t forget to turn off external automatic responses. In the dialog box, select “Do not send automatic replies”.

Tips for Crafting Effective Messages in Outlook

1. Keep your message concise and professional.
2. Clearly state the dates you will be out of the office.
3. Provide an alternative contact for urgent matters.
4. Don’t forget to turn off automatic responses when you’re back in the office.

Remember, automatic replies in Microsoft Outlook are a powerful tool to maintain communication and manage expectations when you’re not available. So, next time you’re planning to be out of the office, don’t let others wonder why you’re not responding — set up your out-of-office replies!