How to Send Automated Emails from Outlook

How to Send Automated Emails from Outlook
Automated Emails

Outlook is a powerful email management software that allows you to send and receive emails, manage your calendar, and more. One of its features is the ability to set up automatic email replies, also known as "out of office" messages. With this feature, you can automatically respond to incoming emails when you are unable to do so manually.

In this article, we'll show you how to send automated emails from Outlook, step by step.

How to Set Up Automatic Replies in Outlook

To set up automatic replies in Outlook, follow these steps:

Step 1: Select File > Automatic Replies.

Step 2: In the Automatic Replies box, select Send automatic replies.

Step 3: Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time.

Step 4: Click OK to save your settings.

That's it! Now your automatic reply is set up in Outlook. Whenever someone sends you an email during the time period you specified, they will receive your automated message.

Tips for Sending Automated Emails in Outlook

  • Keep your message short and to the point. Let the recipient know that you are unavailable and when you will be back.
  • Provide an alternative contact in case of an urgent matter.
  • If you have set a date range for your automatic replies, make sure to turn off the feature when you return.
  • Customize your message for different types of emails or recipients. You can create multiple automatic replies for different scenarios or send different messages to internal and external contacts.

Frequently Asked Questions

Can I set up automatic replies in Outlook on the web?

  • Yes, you can.
  • Sign in to Outlook on the web, choose Settings > Automatic replies, and follow the instructions to set up your automatic replies.

Can I set up different automatic replies for different email accounts?

  • Yes, you can.
  • In the Automatic Replies box, choose the "Send replies to people outside my organization" or "Send replies only to people in my Contacts" options, and then create a different message for each option.

Can I preview my automatic reply before it is sent?

  • Yes, you can.
  • In the Automatic Replies box, choose the "Only send during this time range" option, and then select the "Preview my reply before sending" checkbox.


Setting up automatic email replies in Outlook is a great way to stay in touch with your contacts, even when you are away. By following the steps outlined in this article, you can set up your automated messages in no time. Remember to keep your messages short and informative, and to turn off the feature when you return to the office.

With these tips, you can make sure your contacts stay informed and up-to-date, even when you're not available.