Lat Updated: 10-12-2018

Use automatic replies in Outlook Web App whenever you want to let people who send you email know that you won’t be responding to their messages right away. After automatic replies are turned on, they’ll be sent once to each sender.

 

Open your web browser and go to https://portal.office.com. Sign in with your Office 365 username and password.

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Click on the App Launcher (9 dots top left hand side), and then click on Outlook. This will open the Outlook Web App.

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Choose Settings Settings icon > Automatic replies

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You will now have various tick boxes and dialog boxes that you can fill in to configure your automatic reply. An example of what you might create is shown at the end of this article.

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

Setting

Description

Don’t send automatic replies

Select this option to turn off automatic replies.

Send automatic replies

Select this option to turn on automatic replies.

Send replies only during this time period

Select this check box, and then set a start time and end time to control when automatic replies are sent. If you don't set a time period, your automatic reply will remain on until you turn it off. You’ll be reminded your automatic replies are turned on each time you sign in to your mailbox.

Send a reply once to each sender inside my organization with the following message

Use the text box to create a message that is sent only to senders who are inside your organization. This option may not be available.

Send automatic reply messages to senders outside my organization

Select this check box if you want automatic replies to be sent to senders outside your organization.

If you select the check box to send automatic replies to persons outside your organization, two other options are made available. Choose one of the following:

  • Send replies only to senders in my Contacts list
  • Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply.
  • Send replies to all external senders
  • Select this to send your reply to all senders outside your organization.

Send a reply once to each sender outside my organization with the following message

If you select Send replies to all external senders, in the text box type the reply message you want sent.

 

 

You should end up with something similar to that shown below, but with your own particular settings and message. Once you are happy with your out of office message, click OK (at the top). E-mails that you receive will now be sent a reply automatically to let people know that you are out of the office, and when you will return. They will also receive any information that you included in the automatic reply messgae, for example alternative contact numbers or e-mail addresses.

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