How to Schedule Out of Office Mail in Outlook

How to Schedule Out of Office Mail in Outlook

Everyone deserves a vacation or a break from work. If you’re going on leave and won’t be in the office, it’s advisable to set automatic replies or out of office emails in Outlook. This way, you can inform others when, why, and for how long you will be unavailable, as well as provide contact information for someone to reach out to in your absence.

You can easily set up and schedule out of office emails in Outlook web, Windows, and Mac apps. Unfortunately, this feature is not available in Outlook mobile apps. In this post, we will cover all three platforms and show you how to schedule out of office notifications in Outlook.

Schedule Out of Office Mail in Outlook Web

Outlook desktop apps are fine, but Outlook web is the most feature-rich among the trio. New functions like Outlook Spaces debut on Outlook web before expanding to other platforms.

Here’s how to set automatic replies on Outlook web.

Step 1: Visit Outlook on the web.

Step 2: Click the Settings icon in the upper right corner and select View all Outlook settings.

Step 3: Choose Mail from the left sidebar and click Automatic replies.

How to Schedule Out of Office Mail in Outlook

Step 4: Enable automatic replies toggle.

How to Schedule Out of Office Mail in Outlook

Step 5: Set replies to start and end at a specific time. Disable continuous replies. Choose start and end time. Step 6: Write a personalized reply with relevant details and save.

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How to Schedule Out of Office Mail in Outlook

While drafting a reply, you can use Outlook’s rich text editor to compose a perfect reply. You can also enable Send replies to the contacts menu at the bottom. But we won’t recommend it because If you enable the option, only the saved Outlook contacts will get an automatic reply. Others might miss out of office reply.

Microsoft currently manages two Outlook apps on Mac. The New Outlook toggle within the app leads to the upcoming new Outlook experience that Microsoft has planned.

The Out of Office feature is exclusively available in the old Outlook Mac app. Here’s how to use it.

Step 1: Open the Outlook app on Mac.

Step 2: Choose Tools from the menu bar.

How to Schedule Out of Office Mail in Outlook

Step 3: Click on Out of Office.

How to Schedule Out of Office Mail in Outlook

Step 4: Enable automatic replies for your Outlook account.

You can create different automatic replies for internal and external recipients.

How to Schedule Out of Office Mail in Outlook

Step 5: Select the Start time and End time and hit ok at the bottom.

How to Schedule Out of Office Mail in Outlook

Unfortunately, the Outlook Mac app lacks a rich text editor for composing automated replies.

Set Up Automatic Replies in Outlook Windows

On Windows, we have the Mail app built-in with the OS and the Outlook app part of the Microsoft 365 package. For this example, we will use the Outlook app from Microsoft 365.

Step 1: Open Outlook on Windows.

Step 2: Keep the Mail menu open and select File from the menu bar.

How to Schedule Out of Office Mail in Outlook

Step 3: On the Info page, find and click Automatic Replies.

How to Schedule Out of Office Mail in Outlook

Step 4: Enable Send automatic replies and select start and end time.

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Step 5: Type your automatic reply using a text editor and OK at the bottom.

How to Schedule Out of Office Mail in Outlook

Outlook for Windows surpasses Outlook Mac and Outlook web in the area of Rules in automatic replies. Once you have typed your automatic reply, simply click on Rules and a dedicated menu will appear to allow you to set rules. By selecting Add Rule, you can create various automation rules in Outlook. This includes the ability to automatically forward specific emails to a different address.

How to Schedule Out of Office Mail in Outlook

You can set Outlook to automatically delete emails with marketing keywords. This way, you won’t be overwhelmed with hundreds of emails when you return from vacation.

How to Schedule Out of Office Mail in Outlook

Another scenario includes custom replies. For clients who are more important to you, you can add their email address in Rules and set a custom reply. Other recipients will receive normal automatic replies in Outlook. The possibilities are endless.

Set Automatic Replies in Outlook

Setting up automatic replies during out of office hours demonstrates your professionalism. Your clients and customers appreciate email updates. Follow the steps above to set up out of office mail in Outlook.

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