Setting Up Email Auto-Reply for Extended Absences

The purpose of this article is to guide users in setting up an automatic reply feature in Outlook for extended absences. This ensures that anyone who contacts you during your absence receives a notification about your unavailability and alternative contact options, if applicable.

• General Public

• Vanderbilt University Community

  • Faculty and Staff

  • Graduate and Professional Students

• VUIT Internal Knowledge 

• Have an active email account with access to Outlook

• Ensure you are logged in to the appropriate Outlook application (Windows, Mac, or OWA)

This article provides step-by-step instructions on setting up an automatic reply in Outlook for extended absences across Windows, Mac, and OWA. By following these instructions, users can ensure that anyone who contacts them during their absence receives a timely notification regarding their availability.  

Setting Up Auto-Reply in Windows Outlook

1. Open Outlook: Launch the Microsoft Outlook application on your Windows device.

2. Go to File: Click on the "File" tab in the upper left corner of the window.

3. Select Automatic Replies: Choose "Automatic Replies (Out of Office)" from the menu.

4. Turn on Automatic Replies: In the Automatic Replies window, select "Send automatic replies."

5. Set a Time Range: Check the box for "Only send during this time range" and specify your start and end dates/times.

6. Compose Your Message:

   • Inside My Organization: Type your auto-reply message for colleagues within your organization.

   • Outside My Organization: Click the "Outside My Organization" tab and type your message for external contacts.

7. Click OK: After composing your messages, click "OK" to save your settings.

Setting Up Auto-Reply in Mac Outlook

1. Open Outlook: Launch the Microsoft Outlook application on your Mac.

2. Go to Tools: Click on "Tools" in the top menu bar.

3. Select Out of Office: Choose "Out of Office" from the dropdown menu.

4. Turn on Automatic Replies: In the Out of Office Assistant window, check the box for "Send automatic replies for account."

5. Set a Time Range: Select the option for "Only send during this time range" and enter your start and end dates/times.

6. Compose Your Message:

   • Internal Contacts: Type your message for internal contacts in the provided field.

   • External Contacts: Check the box to send replies to external contacts and type your message for them.

7. Click OK: Click "OK" to activate your auto-reply settings.

Setting Up Auto-Reply in OWA (Outlook Web App)

1. Log In to OWA: Open a web browser, navigate to https://outlook.office.com/vanderbilt.edu, and log in with your Vanderbilt email address and ePassword.

2. Access Settings: Click on the gear icon in the upper right corner to access "Settings."

3. View All Outlook Settings: At the bottom of the Settings menu, click on "View all Outlook settings."

4. Select Mail > Automatic Replies: In the left pane, click on "Mail," then select "Automatic replies."

5. Turn on Automatic Replies: Check the box for "Send automatic replies."

6. Set a Time Range: Specify a time range for your auto-replies by checking the "Send replies only during this time period" box and entering your desired dates/times.

7. Compose Your Message:

   • Internal Contacts: Write your message for colleagues within your organization.

   • External Contacts: Check the option to send replies to external contacts and type your message for them.

8. Save Your Settings: Click "Save" to activate your automatic replies.

For further assistance or if you encounter issues while setting up auto-replies, please place a Desktop Support Service Request. 

• Ensure that you have typed a message for both internal and external contacts if applicable.

• Check that your time range is correctly set to avoid auto-replies being sent at unintended times.

• If your automatic replies do not appear to be working, set your auto reply in OWA.  

For help formatting a Vanderbilt email signature see the following resource: VU Brand Guidelines - Email Signatures   

Microsoft - Send automatic replies (out of office) from Outlook