Outlook: Automatic Replies

Learn how to configure automatic replies in Outlook online, Outlook for Windows, and Outlook for iOS.

How can I set up automatic replies when I am out-of-office?

Use Microsoft 365's Automatic Replies setting to configure out-of-office replies.

 

Table of Contents

Outlook Online

Outlook for Windows

Outlook for iOS

 

Outlook Online

To configure automatic replies:

1. Log into the Penguin Portal using your YSU credentials.

 

2. Navigate to Microsoft Office 365.

 

3. Select the gears icon.

 

4. Select View all Outlook settings to reveal more configurable settings.

 

5. Select Mail > Automatic replies.

 

6. Toggle on automatic replies.

 

7. Check Send replies only during a time period.

 

8. Configure the start and end times to reflect your expected time out-of-office or unavailability. 

 

9. Check the options to best meet your needs:
   1. Block my calendar for this period creates an appointment for the duration of the automatic reply (configured in Step 8) that shows you as "Away".
   2. Automatically decline new invitations for events that occur during this period lists all meetings and events currently on your calendar and gives you the ability to select which meetings you would like to cancel or decline. Events you want to keep should be unchecked.
   3. Decline and cancel my meetings during this period automatically declines new invitations on your behalf. The original invitation will remain in your inbox.

 

10. Compose a message to send to those who contact you during this time. Keep the message simple and include alternate contacts if needed. 

 

11. Optional: Check Send replies outside your organization to send emails to individuals outside of YSU. Implement best practices when sending automatic replies to those external to YSU. Refer to External Out of Office Replies for more guidance from IT Security.

 

12. Select Save.

 

 

Outlook for Windows

To configure automatic replies:

1. Open Outlook on your desktop.

 

2. Select the File tab.

 

3. Select Automatic Replies (Out of Office).

 

4. Select Send automatic replies.

 

5. Check Only send during this time range:.

 

6. Configure the start and end times to reflect your expected time out-of-office or unavailability. 

 

7. Compose a message to send to those who contact you during this time. Keep the message simple and include alternate contacts if needed. 

8. Optional: Select the Outside My Organization tab to send emails to individuals outside of YSU. Check Auto-reply to people outside my organization. Implement best practices when sending automatic replies to those external to YSU. Refer to External Out of Office Replies for more guidance from IT Security.

 

9. Select OK.

 

 

Outlook for iOS

To configure automatic replies:

1. Open Outlook on your Macbook.

 

2. On your Macbook, expose the tools menu. 

 

3. Select Automatic Replies.

 

4. Check Send automatic replies for account "email@ysu.edu".

 

5. Compose a message to send to those who contact you during this time. Keep the message simple and include alternate contacts if needed. 

 

6. Check Send replies only during this time period:.

 

7. Configure the start and end times to reflect your expected time out-of-office or unavailability. 

 

8. Check Send replies outside my organization. Implement best practices when sending automatic replies to those external to YSU. Refer to External Out of Office Replies for more guidance from IT Security.

 

9.  Select OK.