How To Set Up Automatic Reply in Outlook? – Microsoft Exchange Account

In an earlier article on how to set up an Outlook autoresponder, you learned how to auto-reply in case of out of office manually by setting up a rule.

A rule will work when your system is connected online, but not when it is offline. If you have a Microsoft Exchange Account, check out the options for Auto-Responders.

This article gives you a more in-depth explanation of how to set up an Outlook autoresponder that was suggested in our past newsletter.

Automatic Replies for Microsoft Exchange Accounts

These steps only work for users with a Microsoft Exchange account. If you don’t see the option to turn on automatic replies in the information section, you can configure an out-of-office auto-reply through Office 365 instead.

Related Post: How To Mark All Emails as Read in Outlook

There is the step-by-step method:

  • Open Microsoft Outlook.
  • Click File Tab from the upper left corner of the screen.
  • Hit Info >> Select the email address having Microsoft exchange server from the drop-down list. Automatic-Replies-for-Microsoft-Exchange-Accounts 1
  • Then Click the Automatic Replies option.
  • Outlook allows you to create custom replies to be automatically sent to anyone who sends you an email and let them know of your absence in the office. Automatic-Replies-for-Microsoft-Outlook 2
  • Select the option to Send an Automatic reply first.
  • Select the check box of the time range, select the time frame you need auto-reply enabled, Set up Start date/Time and end date/time.
  • Compose the message which clearly indicates your unavailability and another person to reach (refer to image above).
  • Simply Hit Ok, the dialog box closes automatically, and you can check the options.

Your auto-reply message will not accept your automatically generated signature. Please copy and paste it manually. Send-an-Automatic 3

You have set your email to receive a message from anybody, even when you are not online. How To Set Up Automatic Reply in Outlook Therefore, you can receive emails without worrying about the timing since it will be received by your alternate email id.

You have also customized an automatic reply using which the receiver lets him/her know that you will get back to them soon.

If you want your reply to be only sent to those who are inside the organization, click on the Inside My Organization Tab. Otherwise, click outside of the box that reads Inside my organization.

This feature is active until the end date and time reach, if you wish to disable this feature simply click File Tab >> Info >> Choose your Microsoft Exchange account >> turn off the automatic replies.

Outlook rules under Automatic Replies

The above example is applicable to all incoming emails, with no exception excepted.

Outlook also allows you to create a rule filter and judge criteria such as the sender ‘s email address or whether the subject of the email matches a certain criterion or not and execute one of multiple rules according to those specific parameters for different parts of an email message.

Let’s Dive into How it works:

  • Click on the Rules button from the bottom left-hand corner of the Reply automatic dialog box and click Add Rules. add-rules-automatic-reply-outlook 4
  • Under When a message arrives that meets the following conditions, enter the inputs according to the conditions you required to meet.
  • Advance features also available if you want to specify more conditions, and choose OK.
  • Under Perform these actions, multiple options available, select the check box that you want to apply. Choose OK until all dialog box closes, and apply the rule.

How to set up automatic reply in Outlook Web App

For most of you using Outlook Web Access, How To Set Up Automatic Reply in Outlook setting up an auto-response is as simple as making a change in the email client application.

In other words, any change made in the Outlook application will automatically reflect in Outlook Web Access (OWA). To set up an Outlook auto-response we’ll need to do the following:

  • Open com>> Click on Setting (Gear Icon) from the top right-hand corner of the screen. outlook-web-application-setting 5
  • Select View all Outlook setting >> Click Mail >> Select Automatic replies.
  • Automatic Reply section – Turn on the toggle and select the check box in case you like to specify the time frame of Starting Date/Time and End Date/Time then enter the inputs.
  • In case you need to stop manually, leave the check box unchecked. Automatic-Replies-for-Microsoft-Outlook-web-application-768x547 6
  • The selection of check boxes required additional information, which can be very helpful in making a decision for your needs or as an option to consider. select-time-frame-Outlook 7
  • Draft your message and then press save to accept the changes that you have made.

From now on we will send out an automated message when you’re away from email & tell everyone that you won’t be responding to messages until the specified date or time

We’re going to talk about the options you need to turn on and off when composing an email. Back out of composing window if Disable features.

This feature is only available in Microsoft Outlook Exchange account. Your signature line won’t be attached to automatically sent replies; if you want your signature line in auto-responses, paste signature here.