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Home Software Microsoft Office Microsoft Outlook Creating a Mailbox Rule for Out-of-Office Notifications

Creating a Mailbox Rule for Out-of-Office Notifications

You can set up a mailbox rule in which, when a sender sends you an email, the sender will receive an automatic reply with a customized message.

 

Outlook 2013

  1. Click on the File tab.
  2. Under Info, click Automatic Replies.
  3. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto-replies will be sent until you click Do not send Out of Office auto-replies.
  4. On the Inside My Organization tab, type the response that you want to send while you are out of the office.
  5. To send auto-replies to people out of your organization, continue with steps 5 and 6.
  6. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. When the Auto-reply to people outside my organization check box is selected, the Outside My Organization tab displays (On) next to the tab name.
  7. On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent.

NOTE: Organization is usually defined as your company and includes people who have an Exchange Server account on your email system.

Turn Off Out-of-Office Replies

  1. Click on the File tab.
  2. Under Info, click Automatic Replies.
  3. Click Do not send automatic replies.
  4. Click OK.

 

Outlook Web App

  1. Click on the gear icon in the top-right corner and click Mail under the My app settings heading.
  2. Under the Automatic processing sub-heading, select Automatic replies.
  3. If you do not check Send replies only during this time period, auto-reply will begin immediately, and will continue until you come back to this page to turn it off. If you check Send replies only during this time period, you can specify the start and end date and time. With this option checked, auto-reply will be turned off automatically at the date and time you specify.
  4. In the first textbox, enter the body of your auto-reply for people inside your organization (SJY accounts).
  5. If you uncheck Send automatic replies to senders outside my organization (non-SJY accounts), external users will not get an auto-reply. If you check Send automatic replies to senders outside my organization, you then need to select one of the two radio buttons:
    • Send replies only to senders in my Contacts list will generate this auto-reply only if the message came from someone in your personal Contacts.
    • Send replies to all external senders will generate this auto-reply once for every address from which you receive a message.

    If you’ve chosen to send an auto-reply outside your organization, use the second text box to enter the body of your auto-reply.

  6. Click Save

Turn Off Out-of-Office Replies

  1. In the top-right corner of the window, click on the gear icon and select the Automatic replies option.
  2. To turn off auto-reply, select Don’t send automatic replies.

NOTE: Organization is usually defined as your company and includes people who have an Exchange Server account on your email system.

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