Three methods for inserting Images to an Automatic Reply in Outlook
Setting up automatic replies in Outlook is a useful feature, especially when you're out of the office or unavailable. Adding an image, such as a company logo or a signature, can make your automatic replies more professional or personalized. Here’s a step-by-step guide on how to insert images into an automatic reply in Outlook..
Note: Here takes Microsoft Outlook 365 as an instance, the steps and descriptions may have some differences in other Outlook versions.
Insert images to an automatic reply using
- A Specific Template: Works for all accounts.
- Kutools for Outlook: Supports all accounts and allows specific auto-reply templates for individual accounts.
- A Specific Message: Only works for Exchange accounts.
Insert images to an automatic reply using a specific template
1. Click Home > New E-mail to create a new message. Then input the subject and message. Go to the Insert tab and click Pictures to insert an image.
2. Click File > Save As to save the message as an auto reply template.
3. In the Save As dialog box, select Outlook Template (*.oft) from the Save as type drop-down list, and click the Save button.
4. Then click Home > Rules > Manage Rules & Alerts.
5. In the Rules and Alerts dialog box, click New Rule under the Email Rules section.
6. In the Rules Wizard dialog box, select Apply rule on messages I receive, then click the Next Button.
7. In the following Rules Wizard dialog box, select sent only to me as the condition, then click the Next button.
8. In the following Rules Wizard dialog box, select reply using a specific template in Step 1: Select action(s), and click on a specific template in the Edit the rule description box in Step 2.
9. Then Select a Reply Template dialog box pops up. Select the User Templates in File System from the Look in drop-down list, select the auto reply template you created just now, and click the Open button.
10. Back in the Rules Wizard dialog box, click the Next button.
11. In the next Rules Wizard dialog box, click the Next button without checking any exceptions.
12. In the next Rules Wizard dialog box, input a name for the rule in the Step 1: Specify a name for this rule box. Then click the Finish button.
Notes:
1) The Turn on this rule option is checked by default in Step 2: Setup rule options. If you want to use this rule for messages you already received, please check the Run this rule now on messages already in ‘Inbox” box. And if you want to apply this rule to all email accounts, please check the Create this rule on all accounts box.
2) For users of Microsoft Outlook Exchange account, after you click the Finish button, a Microsoft Outlook dialog box pops up. It says "This rule will only run when you check your email in Outlook. If Outlook isn’t running, this rule won’t work for email you check online or from another device". Click OK to close the dialog.
13. Then it returns to Rules and Alerts dialog box, click the OK button to complete the setup.
Now once you receive a message in Outlook, an automatic reply message with image will be sent to the sender immediately.
❗ Important Notice:
1) In order to have the rule send automatic replies to your email messages while you're away, you must leave Outlook running.
2) Whether it is an Exchange account, or an IMAP or POP3 account, when using an auto-reply with a specific template rule, your auto-reply is sent to each sender only once during a single session. A session is every time you start Outlook until you quit the application. This rule prevents Outlook from sending duplicate replies to a single sender for which you have received multiple messages. During a session, Outlook keeps track of the list of users who have responded. However, if you quit and restart Outlook, this will be considered a new session and the list of senders who have received automatic replies will be reset.
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Insert images to an automatic reply using Kutools for Outlook
If you want to simplify this process, Kutools for Outlook offers a feature – Auto Reply to create and manage customized automatic replies, allowing you to insert images and rich content effortlessly.
1. After installing Kutools for Outlook, click Kutools Plus > Reply in the Automatic group.
2. In the Auto Reply dialog, configure the settings:
Select the account you want to set up the auto-reply for.
Edit the subject prefix as needed.
Compose your auto-reply message.
To add an image, click on the Insert Image icon, then either upload a local image or paste the image URL.
3. Click OK or Apply. When prompted, click Yes to save your changes and activate the Auto Reply feature.
From now on, any message received by the specified account will trigger an automatic reply that includes the image.
Insert images to an automatic reply using a specific message
1. Enable Outlook, click the File tab. Then click Manage Rules & Alerts in the Info section.
2. In the Rules and Alerts dialog box, click New Rule under the Email Rules section.
3. In the Rules Wizard dialog box, select Apply rule on messages I receive, then click the Next Button.
4. In the following Rules Wizard dialog box, select sent only to me as the condition, then click the Next button.
5. In the following Rules Wizard dialog box, select have server reply using a specific message in Step 1: Select action(s), and click on a specific message in the Edit the rule description box in Step 2.
6. A blank message composing page pops up; you can input the subject and edit the message. Go to the Insert tab and click Pictures to insert an image.
7. Click Save & Close to save the automatic reply message and close the window.
8. Back in the Rules Wizard dialog box, you can see the specific message is now named as Auto Response, the saved message’s subject. Then click the Next button.
9. In the next Rules Wizard dialog box, click the Next button without checking any exceptions.
10. In the next Rules Wizard dialog box, input a name for your auto reply rule in the Step 1: Specify a name for this rule box. Then click the Finish button.
11. Then it returns to Rules and Alerts dialog box, click the OK button to complete the setup.
Now when your Exchange account receives a message, an automatic reply message with image will be sent to the sender.
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