Information Services Division


Set automatic reply/out of office message in Outlook 2016 for Windows

Use this function to let people know when you will be away from UCL.


1.  In Outlook, select the File tab within the top-left corner. Select Automatic Replies.


Fig 1. Automatic replies option
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2. Select the Send automatic replies radio button. Within the Automatically reply once for each sender with the following messages field, enter the required text for your out of office message.

Tip: If you would like your Out of Office to turn on and off automatically during a certain time period, select the Only send during this time range tick-box and enter the start and end dates required.

Fig 2. Automatic replies box…

Fig 2. Automatic Replies window
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3. Select the Outside My Organization tab. If you would like external senders to also receive your out of office, tick the auto-reply to people outside my organisation tick-box and enter the required text within the text field provided. Select OK.

Fig 3. Example of leaving an automatic reply…

Fig 3. Example of leaving an automatic reply
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4. Your out of office message is now set. To turn off your Out of Office, select the File tab within the top-left corner. Beside Automatic Replies, select Turn off. If you previous specified a start and end time for your Out of Office, it will be enabled and disabled automatically.

Fig 4. Illustration of Automatic Replies turned on…

Fig 4. Illustration of Automatic Replies turned on
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