Outlook provides a features that lets us set up an automatic out of office reply to any message we receive in our absence. To access the assistant that will guide you through the process, click on the “File” tab and then click the “Info” tab in the menu then click “Automatic Replies (Out of Office)”.
However, activating this will respond to every email we receive in the inbox which we may want to avoid as it also means that we for instance send the reply to emails from every mail group that we are a member of. Therefore, to only send out of office replies to specific senders we can set up rules to handle this by following the below steps:
- Open the Rules Wizard by clicking on “File” and “Manage Rules & Alerts” then click on “New Rule…”
- In the section “Start from a blank rule” choose “Apply rules on messages I receive”
- Click on “Next” and select “from people or distribution list” then choose the people or groups you want to send an out of office reply to in your absence.
- Click “Next” and select “reply using a specific template” then choose the email template you want to use for all automatic office replies.