Overview

An Out of Office (Automatic Reply) message lets people know that you are unavailable and when they can expect a response.

Automatic replies are useful when you are:

• On vacation
• Away from the office
• Attending a conference
• On leave
• Unavailable for an extended period

You can choose to have replies sent during a specific date range and create separate messages for people inside and outside the university.

Before You Begin

Before setting up an automatic reply, consider:

• When your automatic reply should begin and end.
• Whether you want replies sent only during a specific date range.
• What information colleagues or external contacts may need while you are away.
• Whether you would like to include an alternate contact for urgent matters.

Set Up Automatic Replies in Outlook on the Web

1. Sign in to your Microsoft 365 account.
2. Select Outlook from the list of Microsoft 365 apps.
3. Select Settings (⚙️) in the upper-right corner.
4. Select Account, then Automatic Replies.
5. Turn Automatic Replies on.
6. (Optional) Enable Send replies only during a time period, then select your start and end dates.
7. Enter the message you would like to send automatically.
8. If desired, configure a separate message for people outside the organization.
9. Select Save.

Your automatic replies will begin immediately or at the scheduled start time.

Writing an Effective Out of Office Message

A good automatic reply should include:

• That you are currently away
• The dates you will be unavailable (if known)
• When you expect to respond
• An alternate contact for urgent matters (if applicable)

Example

Thank you for your email.

I am currently out of the office and will return on Monday, August 18. I will respond to your message as soon as possible after my return.

If your request is urgent, please contact Jane Smith at jane.smith@acadiau.ca.

Frequently Asked Questions

Will people receive my automatic reply every time they email me?

No.

Outlook generally sends one automatic reply per sender during the time your Out of Office message is active.

Can I create different messages for internal and external contacts?

Yes.

You can create one message for members of the university and another for people outside the organization.

Can I turn Automatic Replies off before my return date?

Yes.

Return to Settings > Account > Automatic Replies and turn the feature off at any time.

Troubleshooting

I don't see the Automatic Replies option.

Ensure that:

• You are signed in with your university Microsoft 365 account.
• You are using Outlook on the web or a supported version of Outlook.
• Your mailbox has been fully configured.

My automatic reply isn't being sent.

Verify that:

• Automatic Replies are turned on.
• The scheduled date range has started.
• Your message has been saved.

If the issue continues, contact the Technology Services Service Desk.

Tips and Best Practices

• Schedule your automatic reply before leaving the office.
• Include return dates whenever possible.
• Provide an alternate contact for urgent requests.
• Keep your message brief and professional.
• Turn off Automatic Replies when you return if you did not schedule an end date.