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Office 365 (Outlook 2016 | Outlook 2013) - Send automatic Out of Office replies from Outlook.

If you're using an Exchange server or Office 365 for business, it's easy to send automatic (Out of Office) replies from Outlook whenever you want to let people who send you email know that you won't be responding to their messages right away. If you're not using Office 365 for business or Exchange, you can still set up automatic replies by using a template and rules, but the process is a bit more complicated.

Office 365 for business or an Exchange server account

The Automatic Replies feature is only available if you have an Office 365 for business or an Exchange server account.
Set up automatic replies when you're out of the office
  1. Choose File > Automatic Replies.

    Automatic replies button in files to set up out of office emails

    NOTE: If you don’t see Automatic Replies, you probably don’t have an Exchange server account. 

  2. In the Automatic Replies box, select Send automatic replies.

    TIP: You can check the Only send during this time range box to schedule when you're out of office replies are active. If you don’t specify a start and end time, auto-replies are sent until you select the Do not send automatic replies checkbox to turn them off.

  3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    automatic replies text box with composition options including time/date range and font/text choices

  4. Optionally, if you'd like your automatic replies to be sent to people outside your organization, choose the Outside My Organization tab, check the Auto-reply to people outside my organization box, and then type the response you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.

    Note:    Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

    automatic replies text box with outside my organization option selected

Turn off automatic replies
  1. Choose File > Automatic Replies.

    Automatic replies button in files to set up out of office emails

  2. In the Automatic Replies box, choose Do not send automatic replies.

Office 365 Home,, or other POP or IMAP email account

You can combine an Outlook email template with Outlook rules to simulate the functionality of the Automatic Replies feature that is available only to Office 365 for business or Exchange Server accounts.

IMPORTANT: To send a reply automatically, Outlook must be running and configured to check periodically for new messages.

Step 1: Create a message template
  1. Click Home > New Email.

    New email button on the home tab

  2. In the message body, type the message that you want to send as your automated reply.

    normal message body with automatic reply types in the message box

  3. In the message window, click File > Save As.

  4. In the Save As dialog box, in the Save as type list, click Outlook Template.

    Save as prompt window with Out of office template saved

  5. In the File name box, type a name for your message template, and then click Save.

Step 2: Create a rule to automatically reply to new email messages
  1. Click Home > Rules > Manage Rules & Alerts.

    Manage rules and alerts option button

  2. In the Rules and Alerts dialog box, click New Rule.

    Create a new rule image

  3. Under Start from a blank rule, click Apply rules on messages I receive, and then click Next.

    Rule conditions image

  4. Under Which condition(s) do you want to check?, check any criteria that you want, and then click Next. Typically, you don’t need to check any items.

    Rule conditions image

  5. Under What do you want to do with the message?, check reply using a specific template.

  6. Under Step 2: Edit the rule description (click an underlined value), click a specific template.

    Reply with a specific template image

  7. In the Select a Reply Template dialog box, in the Look In box, click User Templates in File System.

    Select a template image

  8. Select the template that you created in the previous section or one that you have created or downloaded, and then click Open > Next.

  9. Check any exceptions to the auto-reply rule. It’s common not to add any exceptions, then choose Next.

  10. Under Step 1: Specify a name for this rule, type a name for the auto-reply rule, and then click Finish.

    Name the rule image

  11. You will see a message informing you that to send a reply automatically, Outlook must be running. Click OK, and then click OK again.

The reply using a specific template rule in the Rules Wizard sends your automated reply only one time to each sender during a single session. A session is every time you start Outlook until you exit the application. This rule prevents Outlook from sending repetitive replies to a single sender from whom you receive multiple messages. During a session, Outlook tracks who has received a response. If you exit and then restart Outlook, that’s considered a new session. The list of the senders who received automated replies is reset.

TIP:  Consider creating an Outlook task or to-do reminder to help you remember to turn off this rule when you want to stop sending automatic replies.

Turn off automatic replies
  1. Choose Home > Rules > Manage Rules & Alerts.

  2. On the Email Rules tab, under Rule, clear the check mark next to the rule that you want to turn off.

For more information, please visit the Office Help & Training site.

If you have any questions, come by the Help Desk at Hardman & Jacobs Undergraduate Learning Center Room 105, call 646-1840, or email us at

Keywords:office 365 outlook 2016 2013 automatic reply out of office   Doc ID:71516
Owner:John B.Group:New Mexico State University
Created:2017-03-08 11:03 MDTUpdated:2018-01-08 08:51 MDT
Sites:New Mexico State University
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