If you don’t have a Microsoft Exchange account, you’ll need to set up your out-of-office message using Outlook's rules functionality. Learn more about using MS Outlook rules in this tutorial.
1. Create a message template
The first step in setting up an Outlook out-of-office reply is to create and save the message as a template.
Steps:
Open Outlook and go to your inbox.
Click the New Email icon on the upper left.
Type the Subject and body of your out-of-office message. No need to fill in the To field.
If you use an email signature with images, ensure your message format is set to HTML.
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Save the message as a template:
Click File > Save As.
Choose a location on your computer.
Save the file in Outlook Template (.oft) format.
Example Message:
Subject: Out of Office Body: Thank you for reaching out. I am currently out of the office and will respond to your email upon my return. For urgent matters, please contact [alternative contact name] at [email].
2. Create the rule and turn it on
Now, you need to set up a rule to send the message automatically.
Steps:
Click File in your Outlook inbox to go to the Account Information screen.
Click Manage Rules & Alerts.
In the Rules and Alerts window, ensure the Email Rules tab is selected.
Click New Rule to open the Rules Wizard.
Under Start from a blank rule, select Apply rule on messages I receive, then click Next.
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To limit recipients:
Check from people or public group.
Click the link under Step 2 to select specific contacts.
Click OK, then Next.
If you want to send the response to all senders, click Next without selecting any conditions.
Select reply using a specific template.
Under Step 2, click the link and select the template you created earlier.
Click Next and skip exceptions.
Name the rule (e.g., "Out of Office Reply").
Ensure Turn on this rule is checked, then click Finish.
Click Apply and OK.
3. Test the Outlook away message
Before leaving the office, test your autoresponder:
Send an email from another account or ask a colleague to email you.
Wait a few minutes and check if the autoresponse is received.
4. Turn the Outlook away message off
When you return, turn off the rule:
Click File > Manage Rules & Alerts.
Uncheck the box next to your Out of Office Reply rule.
Click Apply and OK.
To enable it again, return to the Rules and Alerts window, check the box, and click Apply.
Following these steps ensures that your out-of-office messages are set up correctly in MS Outlook.