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How to create automatic replies (Out of office) in Outlook

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This article explains how to create automatic replies (also known as "out of office") in Outlook from:

  • any browser
  • Outlook desktop applications for Windows
  • Outlook desktop applications for Apple computers.

Use automatic replies to let people know you will be not available during a specific period.

Table of Contents

Setting up automatic replies from Outlook Web Access (OWA)

1. Open Microsoft 365 from any browser

2. Login using your university email and password

3. Select the Outlook icon from the sidebar to open Outlook

4. Select the Settings Settings icon  icon

5. Select Email

Email button on the sidebar

6. Select Automatic replies

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7. Unlock the Automatic replies on

8. Check the box Send replies only during a time period. If you do not set a time period, your automatic reply will remain on until you turn it off. 

9. Add a start date / time and an end date / time 

10. Add the message you want to be shown

If you want to send automatic replies to your contacts outside the University:

  1. Tick the box Send replies outside your organisation
  2. Add the message you want to be shown

11. Select Save

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Setting up automatic replies from the Outlook application

Windows users

New Outlook

1. Open Outlook desktop application

2. Select the Settings  Settings icon  icon from the toolbar

3. From the sidebar, select Accounts

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4. Select Automatic replies

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5. Unlock the Automatic replies on

6. Check the box Send replies only during a time period. If you do not set a time period, your automatic reply will remain on until you turn it off. 

7. Add a start date / time and an end date / time. 

8. Add the message you want to be shown

If you want to send automatic replies to your contacts outside the University:

  1. Tick the box Send replies outside your organisation
  2. Add the message you want to be shown

9. Select Save

 

"Old" Outlook

1. Open Outlook desktop application

2. Go to the menu bar and select File

3. Select the button Automatic Replies

Automatic replies (out of office) button

Note: For Outlook 2007 choose Tools > Out of Office Assistant.

4. In the Automatic Replies box, select Send automatic replies.

You can set a date range for your automatic replies: this will turn off automatic replies at the date and time you enter for the end time. Otherwise, you'll need to turn off automatic replies manually.

Note: If you do not see 'Send automatic replies', you can set up your out-of-office message using Rules and Alerts.

Manage rules and alerts button

5. Sending automatic replies to anyone inside or outside the University of Southampton:

  • Select the Inside My Organisation tab
  • Type the response that you want to send to teammates or colleagues while you are out of the office
    Out-of-office settings
  • Select the tab Outside my Organization (On) and follow the process above. Sending automatic replies to anyone outside my organization will send your automatic reply to every email (including newsletters, advertisements and junk email).
  • Select OK to confirm

 

Apple macOS

1. Open Outlook desktop application

2. From the menu bar, open the Tools tab

3. Select Automatic Replies... from the drop-down menu

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4. Check the box Send automatic replies for account "username@soton.ac.uk"

5. Add the message you want to be shown

If you want to send automatic replies to your contacts outside the University:

  1. Tick the box Send replies outside your organisation
  2. Add the message you want to be shown

6. Check the box Send replies only during a time period. If you do not set a time period, your automatic reply will remain on until you turn it off. 

7. Add a start date / time and an end date / time. 

8. Add the message you want to be shown

If you want to send automatic replies to your contacts outside the University:

  1. Tick the box Send replies outside your organisation
  2. Select if you want your replies to be sent only to your contacts or to all external senders
  3. Add the message you want to be shown

9. Select Save

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Use the following information to help you set up your automatic reply

Setting

Description

Automatic replies on

Lock / unlock this option to turn on / off automatic replies.

Send replies only during a time period

Select this check box, and then set a start date / time and end date / time to control when automatic replies are sent.

If you do not set a time period, your automatic reply will remain on until you turn it off. You will be reminded your automatic replies are turned on each time you sign in to your mailbox.

Send replies outside your organization

Select this check box if you want automatic replies to be sent to senders outside the University.

If you select the check box to send automatic replies to persons outside the University, you can choose to "Send replies only to contacts" by selecting that box.

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Related content

Microsoft Training Center | Outlook - How do I...?

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How to add or remove an email account to Microsoft Outlook

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