Outlook: Set Up Automatic Replies (Out of Office)

Overview

Automatic Replies, also known as Out of Office messages, allow Outlook to automatically respond to incoming emails when you are away from work, on vacation, or otherwise unavailable.

You can schedule automatic replies to begin and end at specific times, create different messages for people inside and outside Cedar Crest College, and turn them off when you return.

The instructions below cover Outlook for Windows, Mac, and the web.

1. New Outlook for Windows and Outlook on the Web

These instructions apply to the new Outlook application for Windows and Outlook on the web at outlook.office.com.

  1. Open Outlook.
  2. Select Settings (gear icon) in the upper-right corner.
  3. Navigate to Accounts > Automatic replies.
  4. Turn on Automatic replies.
  5. To schedule your replies:
    • Enable Send replies only during a time period.
    • Select the start and end dates and times.
  6. Enter the message you want people within Cedar Crest College to receive.
  7. To send replies to people outside the College:
    • Enable Send replies outside your organization.
    • Choose whether to send replies to contacts only or all external senders, if that option is available.
  8. Enter your external automatic reply message.
  9. Select Save.

Tip: If you schedule a start and end time, Outlook will automatically stop sending replies when the scheduled period ends.

2. Classic Outlook for Windows

  1. Open Outlook.
  2. Select File > Automatic Replies (Out of Office).
  3. Select Send automatic replies.
  4. To schedule your replies:
    • Check Only send during this time range.
    • Select the start and end dates and times.
  5. Under Inside My Organization, enter the message for Cedar Crest College employees and other internal recipients.
  6. Select Outside My Organization if you want to send replies to external senders.
  7. Enter your external message and select the appropriate recipient option.
  8. Select OK to save your settings.

If you do not specify an end time, automatic replies will continue until you manually turn them off.

3. Outlook for Mac

  1. Open Outlook.
  2. From the menu bar, select Tools > Automatic Replies.
  3. Select your Cedar Crest College email account if prompted.
  4. Enable Send automatic replies for account.
  5. Enter your automatic reply message.
  6. To schedule your replies, enable the option to send replies during a specific time period and enter your start and end dates.
  7. If desired, configure a separate reply for people outside your organization.
  8. Close the window or save your settings.

Menu names and options may vary slightly between classic and new Outlook for Mac.

4. Turn Off Automatic Replies

If you return earlier than expected or no longer need automatic replies, you can turn them off manually.

New Outlook and Outlook on the Web

  1. Select Settings > Accounts > Automatic replies.
  2. Turn off Automatic replies.
  3. Select Save.

Classic Outlook for Windows

  1. Select File > Automatic Replies.
  2. Select Do not send automatic replies.
  3. Select OK.

Outlook for Mac

  1. Select Tools > Automatic Replies.
  2. Disable automatic replies for your account.
  3. Save or close the settings window.

5. Sample Out-of-Office Messages

General Out-of-Office Reply

Thank you for your email.

I am currently out of the office and will return on [Date]. I will respond to your message as soon as possible after my return.

If you need immediate assistance, please contact [Department or Contact Information].

Thank you for your patience.

Out-of-Office Reply with Alternate Contact

Thank you for your message.

I am out of the office from [Start Date] through [End Date] and will have limited access to email during this time.

For assistance while I am away, please contact [Name or Department] at [Email Address or Phone Number].

I will respond to your message when I return.

6. Important Information

  • Automatic replies are sent even when Outlook is closed or your computer is turned off, provided your College mailbox supports this feature.
  • Outlook generally sends an automatic reply only once to each sender during an automatic reply period.
  • If you do not set an end date, remember to turn off automatic replies when you return.
  • Avoid including unnecessary personal information in messages sent to external senders.
  • If you use Outlook on multiple devices, automatic reply settings for your Microsoft 365 mailbox should synchronize across supported Outlook applications.

Need Assistance?

If you have trouble setting up automatic replies, contact the Cedar Crest College IT Help Desk.

Email: helpdesk@cedarcrest.edu

Additional Resources

Microsoft Support: Send Automatic Out-of-Office Replies from Outlook

 

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