How to automatically reply outside organization only in Outlook?

Author: Kelly Last Modified: 2024-08-27

This article is talking about creating a rule to automatically reply all emails from outside organizations in Outlook.

Automatically reply outside organizations only in Outlook

Automatically reply outside organizations only in Outlook

Please follow below steps to create an auto replying message template and set a rule for replying outside organizations automatically in Outlook.

1. Create a new email, type subject and compose message as you need, and then click File > Save As.

2. In the opening Save As dialog box, type a name for the new email in the File name box, select the Outlook Template (*.oft) from the Save as type drop down list, and click the Save button. See screenshot:

3. Close the email without saving.

4. Go to the mail folder you will apply the automatically replying rule to, and click Home > Rules > Manage Rules & Alerts. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 1

5. In the opening Rules and Alerts dialog box, please click the New Rule button. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 2

6. In the first Rules Wizard dialog box, please select the Apply rule on messages I receive option, and click the Next button. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 3

7. In the second Rules Wizard dialog box, please click the Next button directly without checking any options. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 4

8. Now a warning Microsoft Outlook dialog box pops out. Please click the Yes button to go ahead.

the screenshot of step about auto replying outside organization only in Outlook 5

9. In the third Rules Wizard dialog box, please check the reply using a specific template option, and then click the text of a specific template. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 6

10. Now in the coming Select a Reply Template dialog box, please select the User Templates in File System from the Look In drop down list, select the message template you created in Step 2, and click the Open button. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 7

11. Now you get back to the third Rules Wizard dialog box, please click the Next button.

12. In the fourth Rules Wizard dialog box, please check the except with specific words in the sender’s address option, and click the text of specific words. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 8

13. In the opening Search Text dialog box, please type the domain of your company/organization in the first box, click the Add button, and click the OK button. See screenshot:

the screenshot of step about auto replying outside organization only in Outlook 9

14. Now click the Next button to get into the last Rules Wizard dialog box. Please name the new rule in the Step 1 box, check options as you need in the Step 2 section, and click the Finish button. See screenshot: