How To Create Auto Replies In Outlook: A Step-by-Step Guide

Home » How-To

5 min. read

Published on October 25, 2025

Fix Windows errors with Fortect:
Fortect can repair common computer errors by scanning your entire system for damaged or missing OS files and replacing them with the original, working versions. Optimize your PC in 3 simple steps:

Download and Install Fortect on your PC
Use the PC Scan feature to look up any Windows issues (including drivers)
Right-click on Repair, and fix it within a few minutes.

Besides that, it helps you clean up junk files, fix stability problems, and get rid of annoying programs and malware traces.

Setting up automatic replies in Outlook is a crucial skill for managing your email communications when you’re out of office, on vacation, or simply need to let senders know you’re unavailable. These auto-replies, also known as out-of-office replies, ensure that people who email you receive an immediate response explaining your absence and when they can expect a reply. This is particularly important for maintaining professional relationships and managing expectations.

This guide will walk you through the process of creating and customizing auto-replies in Outlook, covering both the desktop application and the web version. By following these steps, you can ensure that your email contacts are always informed, even when you’re not actively checking your inbox. Let’s dive in and explore how to set up effective auto replies.

How Do I Set Up Automatic Replies in Outlook?

Accessing Automatic Replies Settings

Open the Outlook desktop application or access Outlook on the web through your browser.
In the desktop application, click on “File” in the top left corner. For Outlook on the web, click the “Settings” gear icon in the top right corner.
In the desktop application, select “Automatic Replies (Out of Office).” In Outlook on the web, search for “Automatic replies” and select the option.

Configuring Automatic Replies

In the Automatic Replies window, select “Send automatic replies.”
Set the start and end times for your automatic replies. This ensures that the replies are only sent during your specified period of absence.
Compose your automatic reply message. You can format the text, add links, and include important contact information.
Create separate messages for people inside and outside your organization. Tailoring your message ensures that internal colleagues receive more detailed information, while external contacts receive a more general response.

Customizing Your Auto Reply

To customize your internal auto reply, select the “Inside My Organization” tab.
Type your message for internal recipients. Consider including details about who to contact in your absence.
To customize your external auto reply, select the “Outside My Organization” tab.
Type your message for external recipients. Keep this message professional and concise.
Choose whether to send automatic replies to all external senders or only to your contacts.

Saving Your Settings

Click “OK” in the desktop application or “Save” in Outlook on the web to activate your automatic replies.
Verify that the automatic replies are active by checking for a notification bar at the top of your Outlook window.

Tips for Effective Auto Replies

Be clear about your return date: Provide a specific date when you will be back in the office.
Provide alternative contacts: Include the contact information of someone who can assist in your absence.
Keep it concise: Ensure your message is easy to read and understand.
Proofread your message: Check for any typos or grammatical errors.
Test your auto reply: Send yourself an email to ensure the auto reply is working correctly.

Understanding Automatic Reply Options

Feature	Description
Start and End Times	Allows you to specify the exact period during which automatic replies are sent.
Internal vs. External	Enables you to create different messages for recipients inside and outside your organization, allowing for more tailored communication.
Contact-Only Option	Restricts automatic replies to only those senders who are in your contacts list, reducing the risk of sending auto-replies to spam or unwanted emails.
Formatting Options	Provides tools to format your message, including text styling, adding links, and including important contact information.
Rule-Based Auto Replies	Advanced feature allowing you to set up rules to forward certain emails or take other actions based on specific criteria. This can be useful for handling urgent requests or delegating tasks while you’re away. (Available in some Outlook versions and Exchange).

Ensuring Seamless Communication

Setting up auto replies in Outlook is a simple yet effective way to maintain professional communication and manage expectations while you’re unavailable. By following the steps outlined in this guide, you can ensure that your email contacts are always informed and that important inquiries are addressed promptly.

FAQ

How do I turn off automatic replies in Outlook? Go to File > Automatic Replies (Out of Office) and select “Do not send automatic replies.”

Can I set up automatic replies in the Outlook mobile app? No, the Outlook mobile app does not directly support setting up automatic replies. You need to use the desktop application or the web version.

What should I include in my automatic reply message? Include your return date, alternative contact information, and a brief explanation of your absence.

How can I customize my automatic reply for different senders? Outlook allows you to create separate messages for internal and external senders.

Can I set up automatic replies to forward emails to someone else? Yes, you can set up rules in Outlook to forward emails to another person while you are out of the office.