How to Set Out of Office in Outlook 2013


It’s important to know how to set an out of office reply in Outlook 2013 if you have contacts that might email you, and they need to know that you might not receive the message for a while. An out of office reply is something that will be sent as soon as an email message hits your inbox in Outlook 2013, and the content of the out of office reply can include whatever information you might wish to convey.

The steps below will show you how to create an out of office reply in Outlook 2013 if you have an email account that is not part of an Exchange server. This includes email addresses that are hosted by email providers like Gmail, Yahoo, Outlook.com, or one of many other similar providers. Most email providers will also have an out of office reply that you can configure through their Web portal, which might be a better option, depending upon your circumstances.

 

How to Create and Enable an Out of Office Reply in Outlook 2013

The steps below are going to show you how to make and enable an out of office reply in Outlook 2013. When someone sends you an email, Outlook will automatically reply with the out of office message you create. Note that Outlook 2013 will need to be open for this to work. If you are unable to leave Outlook 2013 open for the entire time that you will be out of the office, then you will be better off setting the out of office reply directly through your email host. The links below will show you how to set an out of office reply for a few of the popular email providers if you can’t leave your computer and Outlook 2013 on and running for the entirety of your absence.

The steps below will show you how to create an out of office reply in Outlook 2013 if you don’t have an Exchange Server account. If you do have Exchange, you can create an out of office reply by going to File > Info > Automatic Replies.

Step 1: Open Outlook 2013.

 

Step 2: Click the New Email button.

click the new email button

 

 

Step 3: Type your out of office message into the body of the email.

enter the content for the out of office reply

 

 

Step 4: Click File at the top-left of the window.

click the file tab

 

 

Step 5: Click Save As.

click the save as button

 

 

Step 6: Type a name for the template into the File Name field, then click the Save as type dropdown menu, choose Outlook Template, then click the Save button.

save the email as an outlook template

 

 

Step 7: Click the Home tab at the top of the window, click the Rules button in the Move section of the ribbon, then click the Manage Rules and Alerts button.

select the manage rules and alerts option

 

 

Step 8: Click the New Rule button.

how to create a new rule in outlook

 

 

Step 9: Click the Apply rule on messages I receive option, then click Next.

how to do an out of office reply in outlook 2013

 

 

Step 9: Click the Next button, unless you would only like to send the Out of Office reply under certain conditions. If you didn’t select any options, then click the Yes button to confirm that you want this rule to apply to every message you receive.

how to create an out of office reply in outlook

 

 

Step 10: Select the Reply using a specific template option, then click the A specific template option in the bottom part of the window.

outlook 2013 vacation reply

 

 

Step 11: Click the Look in dropdown menu, click the User Templates in File System option, then select the template you created earlier and click the Open button.

choose your out of office template

 

 

Step 12: Click the Next button.

continue finalizing the out of office reply

 

 

Step 13: Set any exceptions that you might want, then click the Next button.

specify any exceptions for the rule

 

 

Step 14: Click the Finish button.

how to set an out of office in outlook 2013

 

 

As mentioned earlier, your computer will need to be on, and Outlook 2013 will need to be open for this to work. If your computer is set up to sleep or hibernate after a certain period of inactivity, then this method for sending an out of office reply in Outlook 2013 will not work.

When you get back from being out of the office, you can turn this rule off by going to Rules > Manage Rules and Alerts (where we were in step 7 above) then click the box to the left of the rule to remove the check mark.

 

Do you want Outlook 2013 to check for new messages more frequently? Adjust the send and receive settings in Outlook 2013 to check for new messages as frequently as you would like.

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