Out Of Office Message In Outlook 2016

How can the answer be improved? Jun 12, 2015 - Office 365 (Outlook 2016 for Windows) - Automatically reply to email. This time range check box to schedule when your out of office replies are.

In my previous article I explained how you can set up. Today I'm going to show how you can automatically reply to emails without using an Exchange Server account. If you are not sure which email account you use, please check this first: How that you know which account type you have, let's set up your out of office autoresponder. Setting up out-of-office auto reply for Outlook POP3/IMAP accounts Unlike the Exchange Server accounts, POP3 and IMAP account do not have the Automatic Replies feature (formally Out of Office Assistant). Nevertheless, you still can set up Outlook to automatically reply to some or all of your incoming email messages while you enjoy your vacation. Note: In case of POP/IMAP accounts, Outlook should always be running and configured to check intermittently for new messages.

Naturally, your computer must be turned on all this time. Of course, it is not very convenient or may be even unsafe to leave a working machine without any supervision for a long time, but there is no other way. Though, some email providers (e.g. Or ) allow creating autoreplies directly on their web-sites. So, first of all I'd advise you to check with your email provider if it is possible to configure your vacation auto-response on their side.

Below you will find the step-by-step instructions on how to create an out-of-office auto-response without using an Exchange Server account. You can do this by using an email template in combination with Outlook rules. But be aware that this functionality is available in Outlook 2010 starting from Office 2010 Service Pack 1.

Okay, let's get cracking! Creating an autoreply message template. First, we need to create a template with the out-of-office message that will be automatically sent to people who sent you an email.

You do this in the usual way by clicking the New Email button on the Home tab. Compose the text for your automatic reply. If it is intended for your personal account, it can be similar to what you see in the screenshot below. For business out of the office messages, you'll probably need something a bit more formal:).

When you have finished writing the message, save it by clicking File Save As in the message window. In the Save As dialog box, give a name to your auto reply template and choose to save it as Outlook Template (.oft). After that click the Save button. A word of caution to advanced users: do not change the destination folder for this file, save it exactly to the location that Microsoft suggests, namely to the Microsoft Templates folder.

'Why to advanced users?' You may ask me. Because a new user would not even dare think of changing anything unless they are explicitly told to do so:). Well, we have done the first part of the job and now you need to create a rule to automatically reply to new email messages. Setting up a vacation autoreply rule.

Start creating a new rule like you usually do by clicking the New Rule button under Home tab Rules Manage Rules & Alerts. Choose to ' Start from a blank rule' and ' Apply rules on messages I receive', and then click Next.

Specify the conditions you want to check. If you are setting an out of office auto-response for all incoming messages received from all your accounts, you don't need to check any items here. If you want automatic replies to be sent only for messages received from one of your accounts, or containing specific words in the subject or body, or received from specific people, then check the corresponding options in the upper part of the dialog under Step 1: Select condition(s) and then click underlined values under Step 2: Edit the rule description. For example, I am creating a rule to autoreply to all messages received via my Personal account and my settings look like this:.

On the next step, you define what you want to do with the messages. Since we want to reply using a specific template, we choose exactly this option and then click a specific template under Step 2: Edit the rule description to choose the template we want.

In the ' Select a Reply Template' dialog box, in the Look In box, choose User Templates in File System and select the template we created a few minutes ago (out-of-office-reply). Click Open and this will bring you back to the Rules wizard where you click Next.

On this step, you are to set exceptions to your automated reply rule. Lexmark e342n printer. This is not an obligatory step, and the common practice is to skip it and not to add any exceptions. However, if you don't want to send an out-of-office notice to some senders or to messages received from one of your accounts, you can check ' except if from people or public group' or ' except through the specified account', respectively. Or, you can choose from a handful of other exceptions available to you. Note: Some people also choose not to auto reply to returned emails (if the subject contains 'returned mail' or 'undeliverable' etc.) in order not to create an infinite loop between two mail servers and not to clutter their inboxes with undelivered messages.

But this is actually an extra precaution, because the ' reply using a specific template' rule will send your auto-reply only once during a single session, i.e. Until you restart your Outlook. And if you set an exception like that, an automated response won't be send to absolutely all emails containing the specified word or phrase in the subject line, e.g. ' What do I do when I get a returned mail?' . This is the final step where you specify a name for your auto-reply rule and review the rule's description. If everything is Okay, make sure the rule is turned on and click the Finish button to save the rule.

In a similar way you can set up several vacations auto-reply rules, e.g. With different text messages for your personal and work email accounts, or for messages received from certain people. For example, in a personal autoreply intended for your friends you can leave a phone number on which you can be reached; while in your business autoreply you can specify the email address of your assistant or a colleague that can handle the most urgent matters during your leave. Don't forget to turn off your autoreply rule when you return:) You can do this via Home tab Rules Manage Rules & Alerts. Also, it may be a good idea to create an Outlook task or to-do reminder that will remind you to turn off your out off office auto response rule. How to set an automatic vacation response for Gmail accounts Gmail is one of email providers that let you configure automated vacation replies on their web-sites.

In this way, you won't have to leave your PC working when you are away. You set up Gmail's vacation autoresponder in the following way. Log on to Gmail. Click the gear icon in the top right corner and select Settings. On the General tab, scroll down to the Vacation responder section and select ' Vacation responder on'. Schedule your vacation auto response by setting the first and the last day (optional), then type the subject and body of your message. If you do not specify the End date, remember to set the ' Vacation reminder off' on your return.

It's pretty easy, isn't it? Tip: It may be a good idea to select ' Only send a response to people in my Contacts'. Unlike Microsoft Exchange server and Outlook that send an automatic response to each sender only once, Gmail will send your vacation autoreply every 4 days to every person that sends you several emails. And if you receive a lot of spam messages or if you are leaving for a long period of time, this can help you avoid a lot of cleaning when you return. How to set up automated vacation replies for Outlook.com and Hotmail accounts Outlook.com (formerly Hotmail) accounts also allows you to set the out-of-office auto replies directly on Hotmail and Outlook.com web-sites. This feature is called automated vacation replies and you can set it up in this way. Head over to Outlook.com (or Windows Live Hotmail) and log on.

If you have an Outlook.com account, click the Gear icon in the top right corner next to your name and select ' More mail settings'. If you have a Hotmail account, click on your name in the top right corner, and then choose Options Mail. Under ' Managing your account', select ' Sending automated vacation replies' to configure your auto-reply's settings. Outlook.com does not provide an option to schedule your out of office replies, so you simply select ' Send vacation replies to people who email me' and type the text of your vacation notice.

Note that the ' Only reply to your contacts' option is checked by default underneath the vacation reply message. If you want to automatically reply to everyone's email, you can of course uncheck it.

Though, it may be reasonable to leave it checked to thwart spammers. Note: If you have a new Outlook.com account, the Vacation reply feature might be turned off. Microsoft will automatically enable it after you've used your account for a few days. If you want to turn it on right away, you will need to verify your account with a mobile phone number, you can do this using their. Well, this seems to be all you need to know about automatic replies on different email accounts. Now that your out-of-office auto-response is properly configured, shut up your computer (remember to leave it running if you use a POP/IMAP account) and enjoy your vacation!:).

Upon setting the rule for POP3/IMAP accounts, can the email that the Out of Office rule is applied to send out emails? For example: I set the rule for my PM's account, as he is on vacation. I have noticed twice, today, wherein he has replied to one of my messages, sent TO him during his time out of the office.

The message appears in my inbox, and then moments later disappears. (We are on the same server.) Is this because of the rule? When we remove the rule upon his return, will the current messages appear? Or could I have other issues going on? Hello Alexander; My story; Yesterday I had the fantasy of getting out of the office for a few days to visit family who went camping. As I was receiving job applicant emails through a gmail account (forwarding to Outlook 2016- Office 365) I wanted to let people know that I was not ignoring them so set up a rule based on the link below. Fast forward to this morningTruck is loaded and I am ready to head out at 3 Am so I might get to the camp spot by breakfast to surprise the kids.

But maybe a quick check on email to make sure all is good. Check main office email.Hmmmmm.

Set up dispatch for an emergency call but all pretty good Check personal email.all good.Hooray I am almost ready to go Scroll down to gmail addressWait a minute????? There is only one email thanking me for letting them know that I will be gone for the weekend.I had at least 14 email in the Inbox last night OMG Where are the emails??? Frantically start erasing the “Rule” to stop any more damages and now I am seeking where those emails went. Went on to Gmail account to see if I could find but no.

Everything is erased on email except that one response. If you have posted this condition and the fix on your blog I would bow to the 4 gods and register you with Goddess Haven if you might point me in that direction.

I’ve been granted permissions on some of the mailbox folders of my colleague. As he has become ill, I’ve been asked to enable his Automatic Replies (Out of Office) feature for his mailbox. However, when I select his Inbox folder and enable it, it only works for my own mailbox. How can I enable the Out of Office function for this additional mailbox as well? Most of Outlook’s Exchange specific functionalities such as Automatic Replies (also known as “Out of Office Assistant” or “OOF”) only work for the main mailbox and not for delegate or Shared Mailboxes. If you have been assigned Full Access permissions to this mailbox by your Exchange administrator (verify this with him/her if you do not know; delegate permissions are not enough!) or know the credentials of the other mailbox, then there are 3 ways in which you can enable the Automatic Replies for a shared or additional mailbox. Exchange Administrators can also enable Automatic Replies for another user without logging on to the mailbox by using an Exchange PowerShell command, the Exchange Admin Center or a 3rd party management tool.

User Method 1: Outlook Web App Probably the easiest way to go is to use Outlook Web App. You can ask your mail administrator for the URL if you don’t know it. In Outlook 2010, Outlook 2013 and Outlook 2016, you may find the URL in the Info section when pressing on the File menu tab. When you have been granted Full Access permissions, then you can logon with your own username and password and click on your own picture or name in the top-right corner to get to the option to open another mailbox.

Open another mailbox command in OWA 2013. If you haven’t been granted Full Access permissions but do have separate logon credentials for the additional mailbox, you can use that to logon instead. Once logged in, you can enable Automatic Replies in the following way:. Outlook on the Web (Office 365 for Business – Exchange Online) Gear icon (left side of your picture in the top right corner)- Automatic Replies.

OWA 2016 Gear icon (left side of your picture in the top right corner)- Automatic Replies. OWA 2013 Gear icon (right side of your name)- Set automatic replies. OWA 2010 Options (below your name)- Set Automatic Replies. OWA 2007 Options (left side of your name)- Out of Office Assistant Extra Tip! You can use the “In Private” or “Incognito” mode of your Internet browser to prevent automatic logon or to be able to stay logged on to your own mailbox as well.

User Method 2: Additional Exchange account If you are using Outlook 2010, Outlook 2013 or Outlook 2016 and either have been granted Full Access permissions to the mailbox or have been provided separate credentials for it, then you can also configure this shared mailbox as an additional Exchange account rather than to add it as a secondary mailbox of your own. To do this, click on the File tab and choose Add Account. When setting up the account, Auto Account Setup may recognize your main mailbox linked to your user account. When this happens, specify the email address of the shared mailbox instead. For more details and screenshots of this process see. Once the mailbox has been added, select its Inbox folder and enable Automatic Replies as you would normally do for your own mailbox.

Note: You should not do this if you have been as well for this mailbox. In that case, it is recommended to use a separate Mail Profile instead. User Method 3: Separate Mail Profile If you want to enable Automatic Replies for the shared mailbox in Outlook but are still using Outlook 2007 or previous, then you’ll have to use the Mail applet in Control Panel to. You’d then set up this Mail Profile with the shared mailbox as the main mail account rather than your own. This also requires you that you either have been granted Full Access permissions to this shared mailbox or have been provided credentials for it. Just like the “Additional Exchange account” method above, Auto Account Setup might try to configure it automatically with your own mailbox.

You’d then have to specify a different address or configure the account manually as well. Admin Method 1: Exchange PowerShell If you are an Exchange administrator, then using the Exchange PowerShell command is the supported and native way to go to enable Automatic Replies without logging on to the mailbox itself. Set-MailboxAutoReplyConfiguration -Identity -AutoReplyState Enabled -InternalMessage 'Internal auto-reply message.' -ExternalMessage 'External auto-reply message.' Admin Method 2: Exchange Admin Center Another way to do this as an Exchange Administrator is via the Exchange Admin Center (also known as ECP). Logon to the Exchange Admin Center. Change the management scope;.

Exchange 2010 In the top left corner, next to Mail Options, click on: Manage My Organization. Exchange 2013, Exchange 2016 and Office 365 Exchange Online Click on your name or image in the top right corner. Choose: Another user. Select the user that you want to manage. In the page that opens, you can now set up an automatic reply message (in Exchange 2010: Tell people you’re on vacation).

Admin Method 3: CodeTwo Out of Office Manager If you regularly need to manage the Automatic Replies setting for your users, then both admin methods mentioned above can become quite cumbersome. Simplifies this task and also offers some other management features which Exchange doesn’t offer itself. Some of the key features are;. Central management of Out of Office replies. Set up Out of Office reply for another user. Delegate to HR managers, receptionists, assistants or team leaders.

Plan ahead for months. Reset Out of Office address history to re-activate replies. Schedule Out of Office replies with a recurrence schedule. Slick and clutter-free calendar view. One template for multiple users. HTML simple to use editor.

Supports Exchange on-premise, Office 365 and other hosted Exchange environments. For more information see:.

Last modified: April 12, 2017.