How to Create an Autoresponder in Outlook

Published On - December 29, 2025

Emily Harris

Setting up an autoresponder in Outlook is essential for maintaining professional communication, especially when you’re out of the office or unable to reply promptly. Whether you’re going on vacation, attending a conference, or simply need to manage expectations for email replies, Outlook’s built-in features make auto replies easy and efficient.

TLDR: Creating an Autoresponder in Outlook

Setting up an autoresponder in Outlook is a practical way to inform people you’re unavailable or out of the office. Microsoft Outlook allows this through its built-in “Automatic Replies” function for Exchange accounts or via custom rules for non-Exchange accounts. The process involves configuring settings, writing your message, and activating the option before stepping away. This ensures your contacts stay informed and minimizes communication delays.

1. Understanding Autoresponders in Outlook

Microsoft Outlook offers different ways to set up automatic email replies depending on the type of account in use. If you’re using an Exchange Server account, Outlook provides a simple and direct “Automatic Replies” feature. For non-Exchange accounts, such as POP or IMAP, you’ll need to create a message template and apply a rule to send it automatically.

2. How to Create an Autoresponder for Exchange Accounts

If your Outlook account is connected to Microsoft 365 or an Exchange server, setting up an autoresponder is quick and straightforward. Here’s how:

  1. Open Microsoft Outlook.
  2. Click on File in the top left corner.
  3. Select Automatic Replies (Out of Office).

A new window will appear with additional options. Follow these steps:

  • Enable automatic replies by selecting “Send automatic replies”.

  • If desired, check “Only send during this time range” and select your start and end dates/times.

  • Type your message in the spaces provided for “Inside My Organization” and “Outside My Organization.”

  • Click OK to activate the autoresponder.

This method will ensure that Outlook automatically replies to incoming messages during the selected time frame.

3. How to Set Up Autoresponders for Non-Exchange Accounts

If you’re using a POP or IMAP email account, the process is a bit more complex but still manageable. You’ll need to create a custom message template and then build a rule to send this reply automatically.

Step A: Create Your Message Template

  1. Compose a new email with the message you want to send automatically.
  2. Click File and choose Save As.
  3. In the “Save as type” dropdown, select Outlook Template (*.oft).
  4. Give your template a name (e.g., OutOfOffice.oft) and save it.
  5. Close the email without sending it.

Step B: Create a Rule to Use That Template

  1. Go to File > Manage Rules & Alerts.
  2. Click on New Rule.
  3. Select Apply rule on messages I receive under Start from a blank rule and click Next.
  4. Choose the conditions, or leave blank to apply it to all messages, and click Next.
  5. In the action list, select reply using a specific template.
  6. In the prompt, click “a specific template” and choose the one you created earlier.
  7. Click through the remaining prompts and finish the rule setup.

Now, Outlook will use this rule to automatically send your template as a reply to incoming emails.

4. Tips for Writing an Effective Autoresponder Message

Your automatic response should be clear, concise, and professional. Keep the tone friendly but informative. Here are some elements to include:

  • A greeting: Start politely, such as “Thank you for reaching out.”
  • Status update: Briefly state you’re unavailable and why (if you’re comfortable doing so).
  • Timeframe: Include your return date.
  • Alternative contacts: Provide a backup contact for urgent matters.
  • Conclusion: End with a courteous phrase like “I’ll get back to you as soon as possible.”

Sample autoresponder message:

Hello,

Thank you for your email. I am currently out of the office and will return on June 10th. During this time, I will have limited access to email.

For immediate assistance, please contact Jane Doe at jane.doe@example.com.

I will respond to your email as soon as possible upon my return.

Best regards,
John Smith

5. Deactivating or Modifying Your Autoresponder

When you no longer need automatic replies, it’s important to turn them off or update the settings. Here’s how:

For Exchange Accounts:

  • Follow the same steps to access Automatic Replies.
  • Select “Do not send automatic replies”.
  • Click OK.

For POP/IMAP Accounts:

  • Go to Rules & Alerts.
  • Uncheck or delete the rule you created.

Always remember to test your autoresponder before depending on it, especially if using rules and templates. This ensures it works as intended and avoids spamming users or sending incorrect messages.

6. Considerations and Best Practices

When setting up an autoresponder, consider these best practices:

  • Don’t over-disclose: While helpful, too much personal information can be risky.
  • Use professional language: This may be forwarded internally or externally.
  • Keep it short: Avoid overly long explanations.
  • Time it correctly: Accurate start and end times prevent gaps in communication.
  • Check periodically: Make sure the template isn’t stuck sending replies forever.

FAQs

Q1: Can I use auto replies with the Outlook web version?

A: Yes, if you’re using Outlook.com or Outlook for Microsoft 365 on the web, go to Settings > View all Outlook settings > Mail > Automatic replies to set your message.

Q2: What happens if I don’t set a time range?

A: The autoresponder will remain active indefinitely until you manually turn it off.

Q3: Will my autoresponder reply every time someone sends an email?

A: No, Microsoft Outlook automatically limits replies to once per contact within a typical out-of-office period to prevent excessive messaging.

Q4: Can I set different replies for different groups?

A: With Exchange, yes. You can customize messages for contacts inside and outside your organization.

Q5: My POP/IMAP rule isn’t working. What can I do?

A: Ensure you’re running Outlook and it stays open, since rules involving templates need the client to be active to function.

Setting up an effective autoresponder in Outlook is not only courteous but also vital for efficient workflow and communication. Whether using a modern Exchange account or a traditional POP/IMAP setup, Outlook provides powerful tools to ensure you’re always represented—even when you’re away.