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Ansh P.
Ansh P., MS Office Specialist
Category: Microsoft Office
Satisfied Customers: 8148
Experience:  Computer Science Engineer with 10 years experience in MS Office (All Versions).
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How do I set an out of office reply message on Microsoft o

This answer was rated:

How do I set an out of office reply message on Microsoft office?

JATechSpecialis :

Hi and Welcome to JustAnswer.com

JATechSpecialis :

I am Tech Specialist and I will try my best today to help with your issue.

Customer:

Good morning...

JATechSpecialis :

Very good morning :)

JATechSpecialis :

What is your email service i.e. the part after @ in your email address?

Customer:

Company name

JATechSpecialis :

Great

JATechSpecialis :

Are you okay with giving me the domain name or it's not possible?

JATechSpecialis :

You can set OOO reply on the web mail itself, that will be easier

Customer:

Can you tell me how to do that?

JATechSpecialis :

Definitely. If you like I can remotely assist, if you don't want to share the email service

JATechSpecialis :

or please let me know if you need instructions. (Before giving that, I would be asking a few more questions)

Customer:

It is actually for my bosses computer so if you could provide me with some instructions that would be most helpful

JATechSpecialis :

Not an issue. I will do that. Please open outlook, click file > account settings > account settings

Customer:

ok

JATechSpecialis :

A list will appear, Under the header "type", can you tell me what type of server is your email service?

JATechSpecialis :

IMAP, POP or Exchange

Customer:

pop/smtp

JATechSpecialis :

Which version of outlook are you using like 2010, 2013 etc?

Customer:

2010

JATechSpecialis :

Good, it should be easy to set OOO

JATechSpecialis :

Click File > Info > Automatic Replies

JATechSpecialis :

If you do not see that option, let me know

JATechSpecialis :

Most probably, if it's not there, you have to create a template and set some rules to make ooo work

Customer:

It is not there....settings/cleanup and manage rules is what i have

JATechSpecialis :

ok, no problem

JATechSpecialis :

in the home tab > click new > new mail

JATechSpecialis :

type in the body of the email whatever you want as an auto reply

JATechSpecialis :

when done, click file > save as and make sure you save as type Outlook Template (*.oft)

JATechSpecialis :

type a name for the template and save it

JATechSpecialis :

make sure you remember the location of file where you save it

Customer:

ok, let me try that

JATechSpecialis :

When done, let me know

Customer:

ok, got that....

JATechSpecialis :

Now you have to set a rule to make it work

JATechSpecialis :

on home tab, click rules > manage rules and alerts

JATechSpecialis :

click new rule > click Apply rules on messages I receive > click Next

JATechSpecialis :

click next

JATechSpecialis :

select the reply using a specific template checkbox > click a specific template > click User Templates in File System > select the template you created earlier > next > next >

JATechSpecialis :

Choose a name for the rule and finish

JATechSpecialis :

That should do it.

Customer:

let me try it

JATechSpecialis :

ok, for this to work, outlook should be running and set to check messages in intervals

JATechSpecialis :

Try it out and let me know

Customer:

ok, after i hit the first next it popped up with a box asking what i want the system to do with the message???

JATechSpecialis :

what are the options?

Customer:

never mind i figured it out, reply using a specific template.....

JATechSpecialis :

yes

JATechSpecialis :

Sorry we are not allowed to send emails to customers. Also, your email is masked now, I am not able to see it.

JATechSpecialis :

You can send yourself a mail to test.

JATechSpecialis :

That will work as well.

Customer:

Great job! It worked.....now how do I turn it off and also, how do I make sure his email is set to check messages in intervals?

JATechSpecialis :

If it worked now, it is set correctly.

Customer:

I am on my computer doing the test not his

JATechSpecialis :

To turn it off, click home > rules > set rules and alerts > Email rules tab

JATechSpecialis :

Uncheck the rule and press ok

JATechSpecialis :

That will disable it

JATechSpecialis :

Thank you

JATechSpecialis :

When you set it on his computer, just send a test mail from his own computer or from your computer and check if you are getting OOO reply back

JATechSpecialis :

I will tell you how to check the intervals settings.

JATechSpecialis :

Go to Send/Receive tab >

JATechSpecialis :

click on “Send/Receive Groups”

JATechSpecialis :

In the dropdown, Click “Define Send/Receive Groups” > Make sure this checkbox is set "Schedule an automatic send/receive every X minutes."

JATechSpecialis :

Let me know, if any further questions please.

Customer:

Got it! Thank you so much for your help today - you have a very blessed day!

JATechSpecialis :

Glad to help. :)

JATechSpecialis :

You too have an awesome day.

Ansh P. and 3 other Microsoft Office Specialists are ready to help you

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