The University of Tennessee, Knoxville

Office of Information Technology


About OIT  |  Contact Us  |  Employment  |  Policies   

OIT HelpDesk - Knowledge Base

Search Knowledge Base:

How do I set up a vacation message/autoreply in Outlook for Windows?

Print Friendly and PDF

Outlook 2010/2013

Follow the steps below to specify the text for automatic replies to e-mail messages when you’re out of the office. Outlook will only reply once to any given sender for each period that the Automatic Replies is on, i.e. if the sender sends you another e-mail they will not get a reply. You can now turn on automatic replies permanently, during a certain period and setup two separate messages to people inside the university and external e-mails.

  1. Click on the File tab in the upper left
  2. Select Automatic Replies (Out of Office)
  3. Select Send automatic replies.
  4. If you want, select the Only send during this time range check box to schedule when your out of office are active. If you do not specify a start and end time, auto-replies will be sent until you select the Do not send automatic replies check box. This lets you set up your Out of Office replies in advance of your actual absence.
  5. On the Inside My Organization tab, in the “AutoReply only once to each sender with the following message.” field type the body of your automatic message reply.
  6. On the Outside My Organization tab, select the Auto-Reply to people outside my organization check box, and the type the body of your automatic message reply. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.
    Note: You will need to set this message separately from Inside My Organization.
  7. Then click OK.
  8. This is an optional step, but you may find is useful. You may also Add Rules to your Out of Office Message. By adding a Rule, you can select a different action to be taken dependent upon the sender or the e-mail message you receive. For example:
    ·         You may select to have all messages received by your specific department to be sent to a particular folder.
    ·         You may select to have a template (e-mail message) reply to the sender.
    ·         You can send a specific message to a specific sender.

To setup Rules, click on the Rules button in the lower left corner of the Automatic Replies window, then click Add Rules.·         Under When a message arrives that meets the following conditions, specify the conditions that the message must meet for the rule to be applied. If you want to specify more conditions, click Advance, enter or select the options that you want, and then click OK         If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.·         Under Perform these actions, select the actions that you want. You can select more than one action.·         Click OK three times.

Outlook 2003/2007

Follow the steps below to specify the text for automatic replies to e-mail messages when you're out of the office. Outlook will only reply once to any given sender for each period that the Out of Office Assistant is on, i.e. if the sender sends you another e-mail they will not get a reply.

    1. Select the Exchange Server Inbox and choose Tools, Out Of Office Assistant.
    2. In the Out Of Office Assistant dialogue box (see below), type the body of your automatic message reply in the Auto Reply box. While the Out Of Office Assistant is active, the Exchange Server uses this message to reply to incoming e-mail.
    3. Select I am currently Out of the Office and click OK
      • When you return to your office and login to Outlook, the following window will pop up. Click on Yes to turn off the Out of Office Assistant.
    4. This is an optional step, but you may find it useful. You may also Add Rules to your Out of Office Message. By adding a Rule, you can select a different action to be taken dependent upon the sender of the e-mail message you receive. For example:
      • You may select to have all messages received by your specific department to be sent to a particular folder.
      • You may select to have a template (e-mail message) reply to the sender.
      • You can send a specific message to a specific sender

Need more help?

 

The University of Tennessee, Knoxville. Big Orange. Big Ideas.

Knoxville, Tennessee 37996 | 865-974-1000
The flagship campus of the University of Tennessee System