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.

Set Up an Automatic E-mail Responder in Outlook: Step-by-Step Guide