Setting up automatic replies in Outlook ensures smooth communication when you’re unavailable. Use Outlook Web App or Desktop Client to enable auto-replies, set custom messages, and configure rules. Personalise responses while keeping them professional and informative. Always provide an alternative contact for urgent matters. Crazy Domains offers business email services for seamless Outlook integration.

It is difficult to keep up with emails, especially when not checking your inbox regularly. Whether you are on a holiday, you are out of the office, or you have some pressing work to take care of, Outlook automatic replies provide senders with an instant response.

This feature also provides an alternative contact if needed and keeps business communication smooth even when you are not available.

In this comprehensive guide, we will show you how to set up automatic reply on Outlook, while using the app or the desktop client. Read on to learn how to set up automatic reply on Outlook quickly and efficiently!

How to Set Up Automatic Reply on Outlook? Steps to Follow

Auto reply is an automatic email response that Outlook sends to some one emailing you when you don’t have access to your mailbox. Automatic replies, or out of office replies as they are otherwise known, are an important feature in email etiquette and business communication. This ensures the individuals who contact you through email are aware of your availability.

Here is a step-by-step guide on how to set up an automatic reply on Outlook.

For Outlook Web App

  1. Open the Outlook Web App: Sign in to the Outlook Web App by entering your credentials.
  2. Go to Settings Menu: Click on the gear icon to open Settings menu and navigate to the View all Outlook settings at the bottom. 
  3. Choose Mail and Automatic replies.
  4. Turn on the automatic replies option– When you plan a vacation or schedule out of office periods, you can set up automatic replies for a specified time.
  5. Create your Auto Reply: Use the given text box to enter your out-of-office messages. You might choose to write different messages for external senders and recipients inside your company. Also, you can restrict external responses to everybody or only individuals on your contact list. 
  6. Set Rules (optional): As an additional feature, you can set automatic email forwarding, mark them read, or relocate them to a folder when you are not accessing your inbox. 
  7. Save Your Settings: Finally, click on Save or Ok to enable automatic replies.

There can be regional or iOS and Android app variations for the Outlook web app.

Pro Tip : Send an e-mail to yourself and check how your auto reply message will appear to others and if all the information is accurate. 

For Outlook Desktop Client

  1. Opening the Outlook Application- Start the Outlook application on your desktop.
  2. Finding the Auto Replies Option – Navigate to the File tab in the top-left corner. Select the  Automatic Replies option in the Info tab.
  3. Enabling Automatic Replies: Choose the Send automatic replies option in the Automatic Replies dialog box. To send automated replies, you can choose a start and end time.
  4. Draft Your Auto Reply Message: Enter your auto reply message in the space provided. You have the option to create different messages for people in your organisation and other organisations.
  5. Configure Rules (Optional): To control email forwarding or other activities while you are away, click the Rules option in the dialogue box’s lower-left corner. Here, you can add more advanced options.
  6. Close and Save: To enable automated replies, save the changes.
Pro Tip: Always check if you have clicked “OK” or “Save” to activate the auto reply message.

You can always get your email address based on your domain name, not on a free email provider like Outlook. Read more on email hosting here. 

Tips and Tricks for a Perfect Auto Reply on Outlook

Here are some tips for crafting a clear, concise, professional auto-reply on Outlook.

  • You can personalise or add a dash of humour to your auto replies if your company culture allows it.
  • However, ensure the auto reply is not overly personal, offensive or controversial.
  • Your message should clearly state the date you will resume work (in case you are on vacation) and whether you will have access to emails.
Pro Tip: If you have not set an end date, leave it blank, and you can turn off the auto reply manually. 

  • Always provide an alternate contact in your absence, especially for urgent matters.
  • Mention when people can expect a response from you in the auto message. 
  • Keep the message brief but highlight important information. If there is a lot of information to provide, place it in bullet form.

Conclusion

Setting up auto-responses in Outlook, either through the app or the desktop client, ensures that business communication flows smoothly even while you are away. With the help of this step-by-step guide, you can easily maintain professionalism, notify contacts, and set expectations.

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