Set Up an Automatic E-mail Responder in Outlook: Step-by-Step Guide
Overview
An automatic e-mail responder (also called an out-of-office or automatic reply) sends predefined replies to incoming messages so senders know you’re unavailable or to acknowledge receipt. Outlook supports built-in automatic replies for Microsoft 365/Exchange accounts and rule-based replies for POP/IMAP accounts.
If you use Microsoft 365 / Exchange (Automatic Replies)
- Open Outlook (desktop).
- Go to File > Automatic Replies (Out of Office).
- Select Send automatic replies and set optional start/end times.
- Under the Inside My Organization tab, type the message coworkers will receive.
- Under Outside My Organization, enable replies to external senders and enter the external message (keep separate if needed).
- Optionally set rules (e.g., move or forward messages) using the “Rules…” button.
- Click OK to enable.
Notes:
- Replies are sent once per sender during the configured period.
- Scheduled replies stop automatically if you set an end time.
If you use Outlook with POP or IMAP (desktop) — Rule-based reply
- Create a template:
- New Email > type the message > File > Save As > choose Outlook Template (.oft) and save.
- Create a rule:
- Home > Rules > Manage Rules & Alerts > New Rule.
- Start from a blank rule: “Apply rule on messages I receive.”
- Set conditions (or leave none to apply to all).
- Action: reply using a specific template; choose the .oft file.
- Finish and enable the rule.
Notes:
- Rule-based replies send every time unless you add exceptions or temporary disable the rule.
- Outlook must be running for the rule to send replies (unless using server-side rules on Exchange).
Outlook web (Outlook.com / Office 365 web)
- Sign in to Outlook on the web.
- Click Settings (gear) > View all Outlook settings > Mail > Automatic replies.
- Turn on automatic replies, optionally set start/end times, enter messages for internal/external senders.
- Save.
Best practices
- Keep external replies concise and avoid exposing internal details.
- Include return date and alternative contact.
- Disable for shared inboxes unless appropriate.
- Use different messages for internal vs external recipients.
- Test before relying on it for important periods.
Troubleshooting
- If replies aren’t sent: check account type (Exchange vs POP/IMAP), ensure Outlook is online, verify rule is enabled, and confirm template saved correctly.
- For vacation auto-replies to external senders, some organizations restrict automatic replies to prevent spam — contact IT if needed.