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How to Insert Images to an Automatic Reply in Outlook?

Author: Zhoumandy Last Modified: 2023-01-18

The Automatic Replies feature in Outlook is useful when we are out of office or not available to respond to email messages immediately. But Outlook doesn’t support inserting images when you compose the auto-reply message in the Automatic Replies dialog box. Or even when you copy and paste an image in the Automatic Relies, the image can’t be opened or viewed. So, what we should do when we really need to insert an image into an automatic reply? In this tutorial, we will introduce to you two methods to insert pictures into an automatic reply.

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 message

Tips: This method only works in Microsoft Outlook Exchange account.

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.

Note: 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.

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.

❗ Important Notice: No matter whether Outlook is running or not, this rule will send automatic replies to your email messages while you're away.

Insert images to an automatic reply using a specific template

Tips: This method does not limit the type of Outlook account.

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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Comments (4)
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This comment was minimized by the moderator on the site
Do you know how to set it up with showing as though it has an attachment?
This comment was minimized by the moderator on the site
Hello Nadege,
Thank you for your reminding. You are right. In order to have the rule send automatic replies to your email messages while you're gone, you must leave Outlook running. Grateful you pointed it out. I already added the hint in the article. Thank you again.
sincerely,
Mandy
This comment was minimized by the moderator on the site
hello, Thanks for this! I followed your instructions and the following message was displayed after I hit the FINISH button:
"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."
Unsure of the cause, but i wanted to advise your instructions may not work on some occasions.
This comment was minimized by the moderator on the site
Hello Nadege,
Thank you for your reminding. You are right. In order to have the rule send automatic replies to your email messages while you're gone, you must leave Outlook running. Grateful you pointed it out. I already added the hint in the article. Thank you again.
sincerely,
Mandy
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