Did You Know: Creating automatic replies, out of office messages in Office 365

Jul. 11, 2019

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Creating automatic replies to let people who email you know you’re away from the office is easy with Office 365. Instructions will vary depending on whether you are using the Old Outlook or New Outlook web version.

Automatic Replies via the Old Outlook Office 365 Web Application

  1. Log in to Office 365 at https://portal.office.com and click on Outlook.
  2. Click the Gear icon at the upper right.
  3. Choose Automatic replies from the Settings menu.
  4. Select the Send automatic replies radio button
  5. Fill out the form with your desired options. Please note the following:
    • If you only wish to set automatic replies for a certain period of time, click the Send replies only during this time period checkbox and specify a start date/time and end date/time. If you do not choose this option, your automatic reply will remain on until you manually turn it off.
    • You can also choose to block your calendar and decline invitations/meetings automatically during the specified time period if you wish.
    • It is recommended to check the Send automatic reply messages to senders outside my organization checkbox and then the Send automatic replies to all external senders radio button. This ensures that anyone without an @webster.edu email address will also receive your auto-reply. You can use the same auto-reply text for both internal and external senders (if so, copy and paste the message from the first box into the outside of organization text box) or have a different message for each.
    • You must click OK at the top left of the window to save your automatic reply settings.

Automatic Replies via the New Outlook Office 365 Web Application

  1. Log in to Office 365 at https://portal.office.com and click on Outlook.
  2. Click the Gear icon at the upper right.
  3. Click on View all Outlook settings at the bottom of the Settings menu.
  4. Click the Automatic replies link in the middle column.
  5. Toggle the Automatic replies on button to the on position.
  6. Much of the options for automatic replies in the New Outlook version are similar to those identified above in the Old Outlook version except for the following key differences:
    • There is not a Send automatic replies to all external senders radio button underneath the Send replies outside your organization checkbox, however, as long as that is checked it will send auto replies to all external senders by default.
    • You must click Save at the top of the Automatic replies window to save your automatic reply settings.

Additional Office 365 Resources

Outlook Help Center

Webster IT's Office 365 Training Resources

Check out the previous Did You Know article on how to toggle between Outlook and New Outlook.

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