Guide to Setting Up Automatic Email Replies in Outlook on Windows 11 and Windows 10

• To set up automatic replies in Outlook, navigate to Settings > Accounts > Automatic replies, and enable the “automatic replies” option.
• Select the duration for which automatic messages will be sent, draft your reply message, determine if replies should go only to your contacts, and finalize your settings.

The updated Outlook application for Windows 11 (and Windows 10) features the “automatic replies”function, which automatically notifies anyone who sends you an email while you’re unavailable. This is particularly beneficial during vacations, business trips, or times when you’re simply unable to respond quickly.

The functionality of automatic replies in the desktop app mirrors that of the web version of Outlook. When you adjust the automated message settings in your Outlook desktop application, these changes will also reflect on the web version, and vice versa.

This guide will walk you through the process of setting up automatic replies in the Outlook app for Windows 11, but the same steps apply for Windows 10 users and the web version of Outlook.

How to configure out-of-office replies in Outlook

Follow these steps to enable automatic replies in Outlook:

1. Launch the Outlook application on your Windows 11 device.
2. Select the Settings icon located in the upper right corner.
3. Click on Accounts.
4. Access the Automatic replies section.
5. Choose the email account you wish to modify.
   Note: This feature is available only for certain providers, such as Outlook.com, Hotmail.com, and Live.com; services like Gmail are not supported.
6. Activate the “automatic replies” toggle.

   

7. (Optional) Enable the “Send replies only during a time period” setting.
8. Specify the start and end times for sending automated messages.
9. Select the options that best fit your situation: “Block my calendar for this period,” “Automatically decline new invitations for events that occur during this period,” and “Decline and cancel my meetings during this period.”
10. Write the message you wish to send in response to incoming emails.
11. (Optional) Enable the “Send replies only to contacts” option to restrict automated replies to your contacts only.
12. Finally, click the Save button.

After completing these steps, Outlook will automatically send replies to any incoming messages while you’re away from your desk or traveling.

Keep in mind, you don’t need to have your computer on or the Outlook app running for this feature to function. As it integrates with the Outlook service, the settings are saved in your Microsoft account in the cloud.

If you wish to turn off automatic replies, go to Outlook Settings > Accounts > Automatic replies and disable the “Automatic replies on” toggle.