• Outlook User
  • New Outlook app
  • Outlook.com
  • Outlook Mac
  • Outlook & iCloud
  • Developer
  • Microsoft 365 Admin
    • Common Problems
    • Microsoft 365
    • Outlook BCM
    • Utilities & Addins

To Make Automatic Reply Rules

Slipstick Systems

› Outlook › Rules, Filters & Views › To Make Automatic Reply Rules

Last reviewed on February 3, 2025     51 Comments

Using Microsoft Outlook, you can create rules to reply automatically to incoming messages with the Rules Wizard and Out of Office Assistant.

If you don't use an Exchange server mailbox (Outlook.com and Office 365 are on Exchange), you can create automatic reply rules using Rules Wizard but will need to leave Outlook open and collecting email. For this reason, it's usually better to create automatic reply rules on your email server, if supported.

Out of Office Assistant | Other Rules Wizard Configurations | Notes | More Information

Using Out-of-Office Reply without Exchange

We are often asked:

"Can I create an "out of office" message if I'm not on a Microsoft Exchange server?"

Yes, you can do it using a rule that replies using a specific template, but it's often better to set up a "vacation reply" on your email server. (Many POP3 and IMAP mail servers support this.)

  1. Open a new message and enter your automatic reply message.
  2. Save the message using File, Save as and choose Outlook Template (.oft) format.
  3. Open Rules & Alerts then tap New to create a rule.
  4. Choose Apply Rule on messages I receive to create a blank rule. Click Next.
    create a blank rule
  5. Choose your conditions or click Next to apply the rule to all messages you receive.
  6. Tick Reply using a specific template from the Actions list.
    reply template
  7. Click on specific in lower pane then select your template.
  8. In the Select Template dialog, choose User Templates in File system at the top.
  9. Select your template then click Open.
  10. Click Next to add exceptions or Finish to complete the rule.

This will only reply to email after Outlook downloads mail. This means you need to leave your computer turned on and Outlook needs to connect to the Internet regularly to check for new mail. It's much easier and safer to set up an automatic reply on your mail server, if your server supports it. (Many do.) Look for the option to create a "vacation reply", as this is the common terminology used on many servers.

To use a Run a script rule to emulate an Out of Office reply, see Run a Script Rule: Send a new message when a message arrives or Run a script rule: Autoreply using a template . Using run a script will send a reply with every message that meets the condition of the rule.

Using Automatic Replies with Exchange Server

Automatic replies, formerly known as Out of Office Assistant, is available only if you connect to Microsoft Exchange Server, which includes Office 365, Outlook.com, and on-premise Exchange servers.  Automatic replies sends a response (just once) to each message sent to you and also executes other rules that you set up in the Automatic Replies dialog. You should always fill in the response text; otherwise, your correspondents will receive a blank message in return.

An Exchange server administrator can control automatic replies to Internet addresses:

"I set a rule in Outlook to send an auto response email when any email arrives. This is working fine for internal emails and when I send an email from my another corporate account an auto reply is sent. But when I test it using a Gmail account, I don't receive a response in my Gmail account. "

This is typical behavior with Exchange accounts. Most administrators have automatic replies to Internet addresses blocked on the Exchange server. To check the settings, the administrator will look at the default remote domain in Exchange Management Console (under Organization Configuration > Hub Transport). The administrator can create remote domains for domains that should receive automatic replies.

 

Sending Multiple Autoreplies to One Address

Outlook sends just one automatic reply to an address until it is closed and restarted. Outlook does this to prevent a mail loop, where it and the recipient's email client send automatic replies back and forth until one side stops, often because one mailbox is full or the mail server crashes.

If you need to send replies to all messages you receive, you'll need to find another solution or use a macro or add-in. If you need to use a rule, use a "run a script" rule.

Other Outlook Configurations with Rules Wizard

Before creating a reply rule, you need an Outlook template file containing the text and subject of the reply. To create the template, make sure that you are not use Word as your e-mail editor (Tools | Options | Mail Format), because WordMail does not allow you to save messages as Outlook templates. Create a new Outlook message, then add your own subject and text. You can also add Bcc and Cc addresses. Then use File | Save As to save it as an Outlook template .oft file.

When you create your reply, you'll be asked to specify the location of the reply template -- that's your .oft file.

Several issues on Rules Wizard replies in such configurations:

  • Rules Wizard replies are a client-only function, because they depend on the .oft file. If you use Exchange Server and want replies to run from the server, you must disable Rules Wizard and use Inbox Assistant instead.
  • Only one reply per address is sent, no matter how many times someone sends to you. This means that Rules Wizard replies actually work like the Out of Office Assistant replies. However, it also means that, when you're testing reply rules by sending to yourself, you must exit Outlook and then restart. Otherwise, after the first test, you won't see any replies to other messages you send yourself.
  • If you want the replies to go out automatically, say while you're on vacation, you need to leave Outlook running and make sure that it is set up to send and receive messages automatically.

Notes

The Folder Assistant for Exchange Server public folders, found on the folder's Properties dialog, can create many of the same types of rules as Inbox Assistant.

In an Exchange Server environment, automatic forwarding and replies to the Internet may be disabled at the server level. Consult your Exchange administrator if automatic replies are working to internal recipients, but not those one the Internet.

Replies are sent to the original sender of the message. Outlook ignores any Reply To address.

In Outlook 98 and Outlook 2000 in Corporate/Workgroup mode, automatic replies are not saved to the Sent Items folder.

 

Tools

4Team Email Responder

Email Responder plug-in for Microsoft Outlook is an out-of-office assistant. Auto reply with away message templates; change your status and reply templates remotely. Change or schedule your free-busy status manually (Away, Out of Office, Vacation, Tentative, Custom) or use you Microsoft Outlook Calendar or Skype availability status. Auto response to selected Contacts or Distribution lists only. Enable Microsoft Outlook auto forward. Windows 10 and Outlook 2016 support.

Auto-Mate

Auto-Mate is an Outlook utility that allows you use define rules to move mail from your Inbox (or other folders) based on several criteria, including the age of the message. While Outlook rules only run as messages are downloaded or when you click Run Rules now, Auto-Mate rules run on a schedule, enabling you to apply rules to messages that have been in your Inbox for a given number of hours, days or weeks. Available in Standard or Pro Version. Outlook O365, Outlook 2019 as well as Outlook 2010, 2013, 2016, 32 and 64 bit editions. Version 12.

AutoReply 365

AutoReply 365 works with Office 365 and has the following features: The subject line of autoreply message consists of "Autoreply:" prefix and the Subject line of original message. The body of autoreply message includes the original message text. You can set any From: address for autoreplies. You don't need to create a shared mailbox for autoreplies.

AutoReply Flow for Office 365

AutoReply Flow checks the original message for a Reply-To: address field. If one is found then an auto-reply message will be sent to this address. If an original message has no Reply-To: address field then an auto-reply message will be sent to the From: address of the original message. The subject line of the auto-reply message consists of the prefix ("Confirmation:", "Autoreply:" etc) and the Subject line of original message; the body of auto-reply message will include the original message text.

Email Templates

Exchange/Outlook add-on to create custom replies, forwards, signatures -- inserting any type of boilerplate text into your message. Templates are stored in Outlook or Exchange folders and can contain scripting elements (in VBScript or ET's own script language) to build replies that use information from the incoming message. Various extensions can handle such tasks as mailing list subscriptions. For a rotating quote, download the Rotating Text template. Has some issues with Outlook 2002 -- make sure you get the latest update, disable RTF templates, and don't try to use ET as a custom action in Rules Wizard.

More Information

  • Automatic Messaging Processing Tools -- tools to automate replies, among other functions
To Make Automatic Reply Rules was last modified: February 3rd, 2025 by Diane Poremsky

Related Posts:

  • Out-of-Office is missing or grayed out
  • Send Out of Office Replies with Outlook.com, POP, or IMAP accounts
  • Use Automatic reply rules without sending an Out of Office message
  • A user asked how to send HTML formatted Out of Office replies, as the
    HTML formatting for Out of Office responses

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Subscribe
Notify of
51 Comments
newest
oldest most voted
Inline Feedbacks
View all comments

Tee (@guest_221437)
August 26, 2024 6:37 pm
#221437

"Only one reply per address is sent, no matter how many times someone sends to you. This means that Rules Wizard replies actually work like the Out of Office Assistant replies. However, it also means that, when you're testing reply rules by sending to yourself, you must exit Outlook and then restart. Otherwise, after the first test, you won't see any replies to other messages you send yourself."
Wow - only one reply per address is sent per Outlook session? I did not know this and your web page seems to be the only place on the internet where this factoid appears. This helped me troubleshoot and solve a problem. Thanks for including this piece of obscure information.

0
0
Reply
reyhan (@guest_218966)
December 13, 2021 8:06 pm
#218966

thanks alot of information

0
0
Reply
Ahsan Ali Shahid (@guest_218419)
June 16, 2021 2:10 pm
#218419

Hi Diane,

I am using Microsoft Outlook16.6 on my MacBook. I want to set an autoreply on the emails with certain keywords.
I have created a reply template but unable to find the autoreply in rules.
Can you please guide me how can it be arranged?

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Ahsan Ali Shahid
June 17, 2021 9:58 am
#218421

The mac version doesn't have a reply with template action - only windows - it does have a reply with message action though, that should meet your needs. Click on Reply text... to enter the reply text in a text field.

2021-06-17_09-54-24.png
0
0
Reply
Sakalam (@guest_217938)
April 17, 2021 4:34 am
#217938

Hi Ms. Diane,

What will happen if the message I am sending an auto reply have cc on it but my template does not have a cc, will it automatically fill the cc?

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Sakalam
April 20, 2021 4:51 pm
#217962

it will fill in the CC field but you won't see it.

0
0
Reply
NYGCI (@guest_216090)
October 20, 2020 6:38 am
#216090

Appreciate the recommendation! Let me try it out.
Keep working, great job!
<a href="https://www.nygci.com/microsoft-365-office-365-2/">Microsoft Office365 migration companies in India | Office365 Solutions</a>

0
-1
Reply
Raj (@guest_212837)
February 27, 2019 4:57 am
#212837

Hi, I was wondering if anyone knew whether or not you can set up a rule for a subfolder in outlook to forward the mail you put in that folder .

Might be explaining badly so ill make an example:

Inbox:

Subfolder 1

Subfolder 2

I recieve a mail in Subfolder 1, and I drag and drop it into Subfolder 2. Then I want that mail that I dropped in Subfolder 2 to be auto-reply to a specific email adress.

Possible?

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Raj
February 27, 2019 4:20 pm
#212839

You cannot use a rule for this but you can use an itemadd macro to watch for new messages in a folder and do something.

I have more information in this article and links at the end of the articles to more samples.
https://www.slipstick.com/developer/itemadd-macro/

0
0
Reply
Raj (@guest_212836)
February 27, 2019 4:52 am
#212836

HI Team ,

can anyone help me . i am looking for a help . i am in need to make a auto reply to users when i move a mail from A subfolder to B subfolder in inbox .
please guys help as it is very urgent requirement.
thanks in advance

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Raj
March 2, 2019 10:08 am
#212859

You’ll need to use an item as macro to watch the folder - this sample will give you an idea how to do it - change the section that deletes to code that sends a reply.
https://www.slipstick.com/developer/delete-older-messages-new-message-arrives/#itemadd

0
0
Reply
Frank (@guest_210091)
January 24, 2018 1:14 am
#210091

Hi Diane, we have a problem sending out Auto-reply to external emails because when it is being sent, the sender becomes empty as per exchange RFC compliance. For that reason, our smarthost security system is blocking the auto-reply message.

My question is how can we make our auto-reply contain a sender when sending out. Or how can we make outlook auto reply using a template but not client-only? Because we do not want our Outlook open all the time just to activate Auto-reply.

Thank you in advance.

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Frank
February 11, 2018 9:02 pm
#210305

What version of Exchange are you using? Do you need a template? You can create server-side reply to reply with a specific message.

0
0
Reply

Visit Slipstick Forums.
What's New at Slipstick.com

Latest EMO: Vol. 30 Issue 19

Subscribe to Exchange Messaging Outlook






Support Services

Do you need help setting up Outlook, moving your email to a new computer, migrating or configuring Office 365, or just need some one-on-one assistance?

Our Sponsors

CompanionLink
ReliefJet
  • Popular
  • Latest
  • Week Month All
  • Jetpack plugin with Stats module needs to be enabled.
  • Open Outlook Templates using PowerShell
  • Count and List Folders in Classic Outlook
  • Google Workspace and Outlook with POP Mail
  • Import EML Files into New Outlook
  • Opening PST files in New Outlook
  • New Outlook: Show To, CC, BCC in Replies
  • Insert Word Document into Email using VBA
  • Delete Empty Folders using PowerShell
  • Warn Before Deleting a Contact
  • Classic Outlook is NOT Going Away in 2026
Ajax spinner

Recent Bugs List

Microsoft keeps a running list of issues affecting recently released updates at Fixes or workarounds for recent issues in classic Outlook (Windows).

For new Outlook for Windows: Fixes or workarounds for recent issues in new Outlook for Windows .

Outlook for Mac Recent issues: Fixes or workarounds for recent issues in Outlook for Mac

Outlook.com Recent issues: Fixes or workarounds for recent issues on Outlook.com

Office Update History

Update history for supported Office versions is at Update history for Office

Outlook Suggestions and Feedback

Outlook Feedback covers Outlook as an email client, including Outlook Android, iOS, Mac, and Windows clients, as well as the browser extension (PWA) and Outlook on the web.

Outlook (new) Feedback. Use this for feedback and suggestions for Outlook (new).

Use Outlook.com Feedback for suggestions or feedback about Outlook.com accounts.

Other Microsoft 365 applications and services




New Outlook Articles

Open Outlook Templates using PowerShell

Count and List Folders in Classic Outlook

Google Workspace and Outlook with POP Mail

Import EML Files into New Outlook

Opening PST files in New Outlook

New Outlook: Show To, CC, BCC in Replies

Insert Word Document into Email using VBA

Delete Empty Folders using PowerShell

Warn Before Deleting a Contact

Classic Outlook is NOT Going Away in 2026

Newest Code Samples

Open Outlook Templates using PowerShell

Count and List Folders in Classic Outlook

Insert Word Document into Email using VBA

Warn Before Deleting a Contact

Use PowerShell to Delete Attachments

Remove RE:, FWD:, and Other Prefixes from Subject Line

Change the Mailing Address Using PowerShell

Categorize @Mentioned Messages

Send an Email When You Open Outlook

Delete Old Calendar Events using VBA

Repair PST

Convert an OST to PST

Repair damaged PST file

Repair large PST File

Remove password from PST

Merge Two Data Files

Sync & Share Outlook Data

  • Share Calendar & Contacts
  • Synchronize two computers
  • Sync Calendar and Contacts Using Outlook.com
  • Sync Outlook & Android Devices
  • Sync Google Calendar with Outlook
  • Access Folders in Other Users Mailboxes

Diane Poremsky [Outlook MVP]

Make a donation

Mail Tools

Sending and Retrieval Tools

Mass Mail Tools

Compose Tools

Duplicate Remover Tools

Mail Tools for Outlook

Online Services

Calendar Tools

Schedule Management

Calendar Printing Tools

Calendar Reminder Tools

Calendar Dates & Data

Time and Billing Tools

Meeting Productivity Tools

Duplicate Remover Tools

Productivity

Productivity Tools

Automatic Message Processing Tools

Special Function Automatic Processing Tools

Housekeeping and Message Management

Task Tools

Project and Business Management Tools

Choosing the Folder to Save a Sent Message In

Run Rules on messages after reading

Help & Suggestions

Submit Outlook Feature Requests

Slipstick Support Services

Buy Microsoft 365 Office Software and Services

Visit Slipstick Forums.

What's New at Slipstick.com

Home | Outlook User | Exchange Administrator | Office 365 | Outlook.com | Outlook Developer
Outlook for Mac | Common Problems | Utilities & Addins | Tutorials
Outlook & iCloud Issues | Outlook Apps
EMO Archives | About Slipstick | Slipstick Forums
Submit New or Updated Outlook and Exchange Server Utilities

Send comments using our Feedback page
Copyright © 2025 Slipstick Systems. All rights reserved.
Slipstick Systems is not affiliated with Microsoft Corporation.

wpDiscuz

Sign up for Exchange Messaging Outlook

Our weekly Outlook & Exchange newsletter (bi-weekly during the summer)






Please note: If you subscribed to Exchange Messaging Outlook before August 2019, please re-subscribe.

Never see this message again.

You are going to send email to

Move Comment