Manage your email on a Mac

Send automatic reply messages

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Set an automatic out-of-office reply to let people know when you're not available to respond.

Note: This function is supported in Outlook 2016 for Mac only if you are connected to an Exchange or Office 365 account. If you are using a POP or an IMAP account, create a message rule to send a reply to all incoming messages. For this to work, the Outlook client must be open and running.

Send automatic replies
  1. Select File > Tools > Out of Office.

  2. Check Send automatic replies.

  3. Type your message in Reply once to each sender with.

  4. Select Only send replies during this time period.

  5. Set the Start time and End time.

  6. Select Also send replies to senders outside my organization.

  7. Select Only to senders in my Contact list or Send to all external senders.

    Note: Type in a message in Reply once to each external sender with if you'd like to set an automatic reply for people outside of your company.

  8. Select OK.

Turn off automatic replies
  1. Select File > Tools > Out of Office.

    Note: You can turn off automatic replies before the specified date and time.

  2. Clear Send automatic replies.

  3. Select OK.

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Outlook 2016 for Mac Help

What's new in Outlook 2016 for Mac?

Outlook 2016 for Mac Quick Start Guide

When you go on vacation, you probably change your voicemail on your phone telling callers the dates you'll be unavailable to return their calls.

You can do the same type of thing with email and it's called Out of Office.

Outlook will auto-respond to anyone that emails you during the dates you'll be away with a message that you specify.

To set your Out of Office profile, from the File menu, click Tools, and select Out of Office.

It's important to note that this functionality is supported in Outlook 2016 for Mac only if you're connected to an Exchange or Office 365 account.

If you're using POP or IMAP, like I did with Gmail, you can create a message rule to send out a reply to all incoming messages.

It's important to note though, that the Outlook client has to be open and running for that to work.

Now I am using Gmail and Gmail does have its own vacation responder built into their web interface so check with your email provider to see if they have that type of functionality already.

I'm gonna put a check box next to Send automatic replies for account "Landonhotel".

This is what's going to turn on the feature.

From here, I can specify a message in the Reply once to each sender with:. I can put my text in here and now I can automatically always have it send out this message.

For example, I can have it say "This is an unmonitored inbox" or, if I'm going on vacation, I can set the start and end time.

I do that by placing a check box next to Only send replies during this time period.

I can set the Start time and the End time. I can even set a time of day.

I can also decide whether or not I want it to send replies to sender outside my organization.

Up here is only going to send this response to people from Landon Hotel.

However, I can choose to only send it to people in my contact list or I can choose to send it to anybody that sends me an email, regardless of where they're coming from.

I can change the message.

When I'm done, I'll click the blue OK button, my settings will be applied, and my auto-responder is set.

I don't need to have Outlook open for this to work.

It will shut off automatically if I specified the time and date.

However, if I need to shut it off any time before then, I can simply come back in to Tools, click Out of Office, and uncheck Send automatic replies.

I'll click the blue OK button and my Out of Office is turned off.

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