Never Leave Emails Unanswered Again!

Going on vacation? Taking a break from work? Or just need to acknowledge incoming emails automatically? Setting up an auto-reply (out-of-office) message in Outlook or Gmail ensures that people receive an immediate response, letting them know when they can expect a reply.

In this guide, you’ll learn how to set up an auto-reply message in Outlook (Windows & Mac) and Gmail, along with best practices for writing a professional auto-response.

How to Set Up Auto-Reply in Outlook (Windows & Mac)

For Outlook on Windows (Using the Automatic Replies Feature – Microsoft 365 & Exchange Accounts)

1. Open Outlook.

2. Click File > Automatic Replies (Out of Office).

3. Select Send automatic replies.

4. Choose a start and end date (optional).

5. Under the Inside My Organization tab, type your auto-reply message.

6. If you want to send a different message to external contacts:

• Go to Outside My Organization and check Auto-reply to people outside my organization.

• Type a separate message if needed.

7. Click OK to save.

💡 Tip: Use the end date feature so you don’t have to remember to turn off auto-replies manually.

For Outlook on Mac (Microsoft 365 & Exchange Accounts)

1. Open Outlook for Mac.

2. Click Tools > Out of Office.

3. Check Send automatic replies for account.

4. Enter your auto-reply message.

5. Set a start and end time (optional).

6. Click OK to activate.

For Outlook (IMAP/POP Accounts Without Automatic Replies Feature)

If you’re using a non-Exchange email account (like Gmail or Yahoo inside Outlook), use Rulesinstead:

1. Open Outlook and click File > Manage Rules & Alerts.

2. Click New Rule.

3. Select Apply rule on messages I receive and click Next.

4. Choose where my name is in the To or Cc field and click Next.

5. Check Reply using a specific template, then click a specific template.

6. Select User Templates in File System, then choose your saved auto-reply message.

7. Click Next > Finish to apply.

✔ Now Outlook will automatically send your reply whenever you receive an email!

How to Set Up Auto-Reply in Gmail

1. Open Gmail and click the gear icon (⚙️) > See All Settings.

2. Scroll down to the Vacation Responder section.

3. Select Turn on vacation responder.

4. Enter the first day and last day (optional).

5. Type your auto-reply message.

6. Check Only send a response to people in my Contacts (optional).

7. Click Save Changes.

Best Practices for Writing a Professional Auto-Reply Message

Whether you’re setting up an out-of-office email or a general auto-response, keep it clear, professional, and helpful. Here’s a good template:

📌 Example: Out-of-Office Auto-Reply (Professional)

Subject: Out of Office – I’ll Get Back to You Soon!

Thank you for your email. I am currently out of the office from **[Start Date] to [End]