How to Set Up Automatic Replies in Microsoft Outlook

It is just the holiday season when many of us take a well-deserved leave and computers in offices remain abandoned. But what if someone sends you an urgent e-mail meanwhile? Let your colleagues, customers and partners know that you are not in the office at the moment and inform them about who to turn to if necessary. It’s really simple.

You might also take advantage of Out of Office function in the case of business travel, illness or similar situation.

How to Set Up Automatic Replies in Microsoft Outlook 2003 / 2007

  1. In Outlook, click Tools and select Automatic Replies (Out of Office).
  2. A new window appears where you can fill out some message of yours and of course also choose a specific time range, when the function is active (e.g. only during your vacation).
  3. Microsoft Outlook also offers you to send different messages to your colleagues and other e-mails from senders outside your organization.
  4. For more accurate and detailed incoming mail processing there is ‘Rules’ button in the lower left corner of the dialog. Here you can define additional parameters of automatic mail processing while you are not available.
  5. Always press OK to confirm.

How to Set Up Automatic Replies in Microsoft Outlook 2010

  1. Choose the File menu and from the section Info select Automatic Replies (Out of Office).

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  2. A new window appears where you can fill out some message of yours and of course also choose a specific time range, when the function is active (e.g. only during your vacation).
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  3. MS Outlook also offers you to send different messages to your colleagues and other e-mails from senders outside your organization.
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  4. For more accurate and detailed incoming mail processing there is ‘Rules’ button in the lower left corner of the dialog (from step 2). Here you can define additional parameters of automatic mail processing while you are not available.
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  5. Always press OK to confirm.