by The Computing Australia Group | Set Up Outlook Auto
Replies Quickly
Setting an out of office reply is one of the simplest ways to keep communication professional when you are away from work. Whether you are on annual leave, attending training, travelling for business, working reduced hours, or unavailable for part of the day, an automatic reply lets people know that you may not respond immediately.
A good out of office message helps clients, suppliers, colleagues and managers understand three important things: when you are away, when you will return, and who they should contact if the matter is urgent. It also reduces unnecessary follow-up emails and helps your team manage requests while you are unavailable.
In this guide, our IT HelpDesk in Perth explains how to set up an automatic reply in Outlook, how to check what type of email account you are using, what to do if you do not see the Automatic Replies button, and how to write a professional out of office message.
Microsoft’s current guidance confirms that Microsoft 365 and Exchange users can usually set automatic replies from File > Automatic Replies, while users who do not see this option may need to use Outlook rules instead.
What Is an Out of Office Reply in Outlook?
An out of office reply, also called an automatic reply, is a pre-written email response that Outlook sends on your behalf when someone emails you during a period when you are unavailable.
For example, if a client emails you while you are on leave, they can immediately receive a response such as:
Thank you for your email. I am currently out of the office and will return on Monday, 10 June. For urgent support, please contact our HelpDesk team at helpdesk@computingaustralia.group
This avoids confusion and reassures the sender that their email has been received. It also gives them a clear next step if the matter cannot wait.
Outlook automatic replies are especially useful for:
- Annual leave
- Sick leave
- Public holidays
- Business travel
- Conferences and training
- Part-time or reduced working hours
- Temporary project-based unavailability
- Company shutdown periods
- After-hours support redirection
In Microsoft 365 and Exchange environments, automatic replies are usually handled by the mail server. This means the message can be sent even if Outlook is closed. For POP or IMAP accounts, however, automatic replies may need to be created using Outlook rules, and Outlook generally needs to stay open for the rule to work.
Why You Should Always Set an Automatic Reply
1. They Set Clear Expectations
If someone sends an important email and receives no reply for several days, they may assume the message has been missed. An automatic reply explains the delay and tells them when to expect a response.
2. They Help Urgent Requests Reach the Right Person
If you work in IT support, customer service, sales, accounts, administration or operations, emails often contain time-sensitive requests. A well-written automatic reply can redirect urgent matters to the correct person or team.
3. They Reduce Follow-Up Emails
Without an out of office reply, senders may follow up repeatedly. This can create unnecessary pressure when you return. Automatic replies reduce confusion and keep your inbox more manageable.
4. They Protect Your Time Away
Whether you are on leave or focused on a major project, an automatic reply gives you breathing room. It lets people know that you are not ignoring them, while also protecting your time.
5. They Improve Client Experience
Clients appreciate clarity. Even a simple message explaining your absence and providing an alternative contact can make your business appear more organised, responsive and professional.
Before You Start: Check Your Outlook Account Type
The steps for setting an automatic reply depend on the type of email account you use in Outlook.
The most common account types are:
- Microsoft 365 or Microsoft Exchange
- Outlook.com
- IMAP
- POP3
If you work in an organisation, you are most likely using Microsoft 365 or Microsoft Exchange. These accounts usually have the built-in Automatic Replies feature.
If you use a personal email account, a third-party hosted mailbox, Gmail, Yahoo, or another provider inside Outlook, you may be using IMAP or POP. In that case, the automatic reply process can be different.
How to Check Your Account Type in Outlook for Windows
1. Open Outlook.
2. Select File.
3. Select Account Settings.
4. Choose Account Settings again from the drop-down menu.
5. Look at the Type column next to your email account.
If the account type says Microsoft Exchange or Microsoft 365, you can usually use the built-in Automatic Replies feature.
If the account type says IMAP or POP, you may need to create an Outlook template and rule instead. Microsoft’s support guidance also notes that users who do not see the Automatic Replies button should use rules to send an out of office message.
How to Set Up Automatic Replies in Outlook for Microsoft 365 or Exchange
If your email account is Microsoft 365 or Exchange, setting an out of office reply is straightforward.
- Open Outlook
- Select File and then Click on Automatic Replies(Out of office).
- Select Send automatic replies.
- You can set a date range for your automatic responses, or you can disable it manually according to your need.
- In the “Inside My Organization” tab and type the message that you want to send as a reply. This will restrict your response to only those within your organisation.
- Select the “Outside My Organization” tab if you want to send automatic replies to everyone. It would be a good idea, though, to select “My contacts only”. Else the response will be sent to every email, including spam, newsletters etc.
- Click on OK to save your settings.
How to Turn Off Automatic Replies in Outlook
If you set an end date and time, Outlook should automatically stop sending replies when that time passes.
If you did not set a time range, you will need to turn automatic replies off manually.
To turn them off:
1. Open Outlook.
2. Select File.
3. Select Automatic Replies.
4. Choose Do not send automatic replies.
5. Click OK.
Microsoft also notes that when automatic replies are active in classic Outlook, users may see a message under the ribbon with an option to turn them off.
How to Set Up Automatic Replies in Outlook on the Web
Outlook on the web is often used by Microsoft 365 users who access email through a browser.
To set an automatic reply in Outlook on the web:
1. Open Outlook on the web.
2. Select the Settings icon.
3. Go to Accounts.
4. Select Automatic replies.
5. Turn on automatic replies.
6. Choose whether to send replies only during a specific time period.
7. Enter your message.
8. Choose whether to send replies outside your organisation.
9. Select Save.
Microsoft’s current Outlook on the web guidance says automatic replies can be found under Settings > Accounts > Automatic replies, and that users can choose a time period for replies.
Outlook on the web is a useful option if you are away from your main computer or need to quickly update your out of office message from another device.
How to Set Up Automatic Replies in Outlook for Mac
The steps in Outlook for Mac are slightly different from Outlook for Windows.
In general, you can set an automatic reply by opening Outlook for Mac, selecting your account settings or automatic replies option, and entering your message for internal and external senders.
However, there is one important limitation. Microsoft states that Outlook for Mac does not support automatic replies for Gmail, Yahoo or other POP and IMAP accounts.
If you are using Outlook for Mac with Microsoft 365 or Exchange, automatic replies should usually be available. If you are using a third-party IMAP or POP account, you may need to set your away message through your email provider’s webmail settings instead.
How to Set Up Automatic Replies for IMAP or POP3 Accounts
If your Outlook account uses IMAP or POP3, you may not have the built-in Automatic Replies option.
Instead, you can create:
1. An email template
2. A rule that sends that template automatically
This method can work, but it has limitations. Most importantly, Outlook usually needs to remain open and running for the rule to send replies.
Step 1: Create an Out of Office Template
1. Open Outlook.
2. Select New Email.
3. Type the subject of your automatic reply.
Example subject:
Out of Office – Thank you for your email
4. Write the message body.
Example:
Thank you for your email. I am currently out of the office and will return on Monday, 10 June. I will respond to your message as soon as possible after I return. For urgent matters, please contact helpdesk@computingaustralia.group.
5. Select File.
6. Select Save As.
7. In the Save as type drop-down, choose Outlook Template (*.oft).
8. Give the template a clear name, such as Out of Office Reply.
9. Select save
Your template is now ready to use in a rule.
How to Create an Out of Office Rule in Outlook
After creating your template, you need to create a rule that tells Outlook when to send it.
Step 1: Open Rules and Alerts
1. Select File.
2. Select Manage Rules & Alerts.
3. Make sure you are on the Email Rules tab.
4. Select New Rule
Step 2: Start from a Blank Rule
Under Start from a blank rule, choose:
Apply rule on messages I receive
Then select Next.
Step 3: Choose Conditions
If you want the automatic reply to apply to every email you receive, do not select any conditions.
Click Next.
Outlook may ask whether you want to apply this rule to all messages. Select Yes.
Step 4: Choose the Reply Action
Under the list of actions, choose:
Reply using a specific template
Then, in the rule description area, select the underlined text that says a specific template.
Step 5: Select Your Template
In the Select a Reply Template window:
1. Choose User Templates in File System.
2. Select the template you created earlier.
3. Click Open.
4. Select Next.
Step 6: Add Exceptions
You can add exceptions if needed.
For example, you may not want automatic replies to go to:
- Newsletters
- Automated alerts
- Specific mailing lists
- Certain internal systems
- Messages marked as spam
If you do not need exceptions, select Next.
Step 7: Name and Turn On the Rule
How to Create an Out of Office Rule in Outlook
Give your rule a clear name, such as:
Out of Office Automatic Reply
Make sure Turn on this rule is selected if you want the rule to start immediately.
Then select Finish.
Your rule is now active.
How to Turn On an Existing Out of Office Rule
If you have already created a rule and simply want to enable it again:
1. Open Outlook.
2. Select File.
3. Select Manage Rules & Alerts.
4. Go to the Email Rules tab.
5. Find your out of office rule.
6. Tick the box next to the rule.
7. Select OK.
Common Outlook Automatic Reply Problems
I Cannot See the Automatic Replies Button
This usually means your account is not Microsoft 365 or Exchange, or your version of Outlook does not support the feature for that account type. Use rules or check with your IT provider.
My Automatic Reply Is Not Sending
Check that:
- Automatic replies are turned on
- The date range is correct
- Outlook is connected to the internet
- Your account supports automatic replies
- Your rule is enabled, if using a rule-based setup
My Rule-Based Reply Is Not Working
If you created a rule for an IMAP or POP account, make sure Outlook is open and running. If your computer is off or Outlook is closed, the rule may not send replies.
External Senders Are Not Receiving My Reply
Check the Outside My Organisation settings. You may need to enable replies to external senders.
I Am Worried About Replying to Spam
For external replies, consider selecting My contacts only rather than replying to anyone outside your organisation.
These steps let you set up an automatic out of office reply in Outlook easily. If you need help with any of the steps, our IT helpdesk is available 24/7 for your support. Contact us or email at helpdesk@computingaustralia.group for a speedy resolution to your IT queries.
Jargon Buster
POP3 – TPost Office Protocol (version 3). The first major email protocol used when the Internet started becoming popular. It is considered almost obsolete.
IMAP – Internet Image Access Protocol. A major email protocol widely used today, which addresses the outdated features of POP.
Microsoft Exchange – a proprietary platform from Microsoft. It offers all functionalities of IMAP and also additional enterprise-level functionalities.
Gordon Murdoch
FAQ
How do I set an out of office reply in Outlook?
Open Outlook, go to File > Automatic Replies, select Send automatic replies, set your time range, write your message, and click OK.
Why can’t I see Automatic Replies in Outlook?
You may be using an IMAP or POP account instead of Microsoft 365 or Exchange. If Automatic Replies is not available, you may need to create an Outlook rule using a saved reply template.
Does Outlook need to stay open for automatic replies?
For Microsoft 365 and Exchange accounts, automatic replies are usually handled by the server. For rule-based replies on IMAP or POP accounts, Outlook generally needs to stay open and connected.
Should I send automatic replies to everyone outside my organisation?
It is usually safer to send replies only to your contacts. Sending automatic replies to everyone can respond to spam, newsletters and unknown senders.
What should I include in an out of office message?
Include your return date, whether you will respond when you return, and an alternative contact for urgent matters.
