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Comprehensive Guide to Setting Up Auto Replies in Outlook

Author: Tech Support Last Modified: 2024-07-10

Managing emails can be overwhelming, especially when you're out of the office or on vacation. Setting up auto-replies in Outlook can help you inform your contacts about your absence and provide alternative contact information. This guide will walk you through various methods to set up auto-replies in Outlook, ensuring your emails are managed efficiently even when you're away.

Set auto reply in new Outlook

Set auto reply in Outlook 2007 with creating rule

Easily set different auto replies for different accounts with Kutools for Outlook

Set auto reply in new Outlook

The new Outlook supports setting up automatic replies for when users out-of-office of unavailable to respond to emails.

Set and turn on auto-reply
  1. Launch Outlook and click on the "File" tab.

  2. Ensure you are on the "Info" tab and click on "Automatic Replies (Out of Office)".

  3. In the popping window,set as below:

    1. Select "Send automatic replies".
    2. Choose between the Inside My Organization tab or the Outside My Organization tab to specify who will receive your auto-reply.
    3. Type your auto-reply message.
    4. Click "OK" to save your settings.
    Tip: Set the Time Range: Optionally, you can set a time range for your auto-replies by checking "Only send during this time range" and specifying the start and end times.

    From now on, all senders will receive your auto-reply after sending emails to you.

Turn off auto-reply

If you want to stop the auto-reply, go to File tab, and click Turn off button in Automatic Replies section.

Set auto reply in Outlook 2007 with creating rule

You can do as follows to creating a rule for setting up auto reply in Outlook.

1. Create a new message with subject and body you want to send as auto replying.

2. Click File (in Outlook 2007, click the Office button) > Save As.

3. In the Save As dialog box, select Outlook Template in the Save as type drop-down list, and then click the Save button.

4. Close the message directly. If you are using Outlook 2010, 2013 and 2016, please click Home > Rules > Manage Rules & Alerts.

For Outlook 2007, click Tools > Rules and Alerts... from the menu in Outlook window. See screenshot:

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

6. In the Rules Wizard dialog box, select Apply rule on message I receive in Outlook 2010 and 2013. And In Outlook 2007, select the Start from a blank rule option and the Check messages when they arrive option, and click Next button.

7. In the following Rules Wizard dialog box, select sent only to me in Outlook 2010 and 2013, or select where my name is in the To box in Outlook 2007, and then click Next button.

8. Check reply using a specific template under Select action(s), and click on a specific template in the Edit the rule description box. See screenshot:

9. In the Select a Reply Template dialog box, select User Templates in File System in the Look In drop-down list, select the template you created before and click the Open button. When it returns to the previous Rules Wizard dialog box, click the Next button.

10. In the next Rules and Wizard dialog box, click the Next button without checking any exceptions.

11. Type a name for your auto reply rule in the Specify a name for this rule box, and click the Finish button.

If you want to use this rule for all email accounts, please check the Create this rule on all accounts box.

12. Now it returns to the Rules and Alerts dialog box, please click the OK button. Now the auto reply rule is created.

It’s too complicated to create rules for auto reply in Outlook, but you can easily get it done with the Kutools for Outlook’s Auto Reply function in next section.

Easily set up auto reply in Outlook with Kutools for Outlook

Here highly recommend the Auto Reply Manager utility of Kutools for Outlook to help you easily set up auto reply in Outlook.

1. Open your Microsoft Outlook, then click Kutools > Reply > Auto Reply Manager.

2. In the Auto Reply Manager dialog box, check the email account you want to auto reply when receiving emails, modify the auto reply subject prefix and the auto reply content as you need, and finally click the OK button. See screenshot:

3. Then enable this auto Reply utility by clicking Kutools > Reply > Enable Auto reply.

From now on, when receiving email in the specified email account, an auto reply email will be sent automatically to the email sender.

  If you want to have a free trial (30-day) of this utility, please click to download it, and then go to apply the operation according above steps.

Easily set up auto reply in Outlook with Kutools for Outlook

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Comments (24)
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This comment was minimized by the moderator on the site
Very Help full , thanks
This comment was minimized by the moderator on the site
Very Help full , thanks
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the nice game
This comment was minimized by the moderator on the site
Thank You for Easily Set Up Auto Reply In Outlook Without Rules.I was thinking for this.Even today i am thinking to call Windows Technical Support for help
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Hello, I can't seem to get Kutools to save any auto reply message so do you have to type one every time? Also, I tried it just with default template doesn't seem to work?
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