Outlook automatic reply message templates
Outlook's automatic replies have two message boxes, Inside My Organization and Outside My Organization, and most people paste the same text into both. They shouldn't: colleagues need to know which project goes to whom, while customers need a return date and one contact, without internal names. In classic Outlook the setting is under File, Automatic Replies; in new Outlook and on the web it's in Settings, Account, Automatic replies; on a Mac it's under Tools. This template gives you a version for each box.
;ol-auto;ol-auto in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For the internal box, where you can name projects and point to Teams.
For customers and suppliers: formal, one contact, no internal detail.
When to use it
- You're going on leave and your account is on Microsoft 365 or Exchange.
- You want colleagues and outside contacts to get different messages.
- You're setting automatic replies on behalf of someone else with access to their mailbox.
What to avoid
- Don't leave "Send replies only during this time range" unticked, or the reply keeps going after you're back.
- Don't put internal names, phone extensions or project names in the outside box.
- Avoid replying to "Anyone outside my organisation" if you get a lot of spam. Outlook offers "My contacts only" instead.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Return date
{fill:Return date} - Your first day back, written out: "Tuesday 14 April".
- Topic
{fill:Topic} - The thing people most often email you about.
- Backup contact
{fill:Backup contact} - The name of the person covering.
- Backup email
{fill:Backup email} - Their address, or a team mailbox.
- Approver
{fill:Approver} - Who can approve things in your absence.
- Teams channel
{fill:Teams channel} - The Teams channel covering for you.
Tips
- •Click into each message box in the Automatic Replies window and type ;ol-auto, then switch to the variant for the other box. Retext asks for the dates and contacts each time.
- •If you can't find Automatic Replies, your account probably isn't Exchange or Microsoft 365. For other accounts, Outlook needs a rule that replies with a template instead.
- •Outlook only sends the automatic reply once to each sender while it's on, so the first message they get should have everything they need.
Works in Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do I set an automatic reply in Outlook?
In new Outlook and Outlook on the web, go to Settings, Account, Automatic replies. In classic Outlook for Windows, use File, Automatic Replies. On a Mac, it's under Tools, Automatic Replies. Turn it on, set the dates, write your messages and save.
What's the difference between inside and outside my organisation?
Inside goes to people on your company's Microsoft 365 or Exchange. Outside goes to everyone else, and you can limit it to your contacts. Use a more detailed message inside and a more formal one outside.
Why don't I see Automatic Replies in Outlook?
Automatic Replies need an Exchange or Microsoft 365 account. With an IMAP or POP account, you need to set up a rule that replies using a saved template.
Related templates
Out of office message
;ooo-stdEmail & out of office
Hi, Thanks for your email. I'm out of the office until [Return date] and won't be checking email regularly. If it's urge…
Gmail vacation responder
;gm-awayGmail
Hi, Thanks for your email. I'm away until [Return date] and not checking Gmail. For anything urgent, contact [Backup con…
Holiday out of office
;ooo-holEmail & out of office
Hello, Our office is closed for [Holiday name] from [Closing date] to [Reopening date], so replies will be slower than u…
Type ;ol-auto, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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