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Staff and Faculty People with a UConn mailbox can create an out-of-office automatic reply in Office 365 Web Access or in the Microsoft Outlook desktop application.

Noteinfo

"Send automatic replies to anyone outside my organization" will send your automatic reply to every email, including newsletters, advertisements, and potentially junk email. If you want to send automatic replies to only those inside your organization, we recommend choosing "My contacts" only.

Creating an Out-of-Office Automatic Reply for Windows

Out-of-Office for Windows
Expand
titleOutlook on the web

Creating an

Automatic Reply

Create an Automatic Reply in Office 365 Web Access

  1. Log in to 

Office

  1. Microsoft 365

 and

  1.  and open the Outlook mail app.

  2. Click the settings icon, and then click View all Outlook settings.

Under SettingsSend

  1. With the Mail tab selected, click Automatic replies.

  2. Click

the radio button for 

  1. Turn on automatic replies.

  2. If you wish to specify a start and end date for your automatic reply, click the checkbox for

“only

  1. “send replies only during

this

  1. a time

range”

  1. period” and set a date range for your automatic replies.

  If

  1.  If you do not choose an automatic end time, you will have to manually turn off automatic out-of-office replies.

To send replies only to senders inside the organization, deselect the “Also send replies to senders outside my organization” box.  

  1. In the text box, enter the automatic reply you wish to send.

  2. If you choose to send replies to senders outside of the organization, select

to send to your contact list, or all external senders, and enter your automatic reply.
  • Setup your automatic reply and then click OK.

    • Manually turn off automatic reply

    Log in to Office 365 and

    1. Send replies outside your organization. To only send outside replies to those in your contacts, click Send replies only to contacts.

    2. Click Save.

    Manually Turning Off Automatic Reply

    1. Log in to Microsoft 365 and open the Outlook mail app.

    2. Click the settings icon, and then click View all Outlook settings.

    Under Settings

    1. With the Mail tab selected, click Automatic replies.

    2. Click the

    radio dial for Don’t send automatic replies.Create

    1. slider next to Automatic replies on.

    2. Click Save.

    Expand
    titleWindows

    Creating an Automatic Reply

    in Outlook for Windows Desktop Client

    1. Select File

     > 

    1.  → Automatic Replies.

    2. In the Automatic Replies box, select Send automatic replies.

    3. If you wish to specify a start and end date, click the checkbox for

    “only

    1. “only send during this time

    range”

    1. range” and set a date range for your automatic replies.

      If

    1.  If you do not choose an automatic end time, you will have to manually turn off automatic out-of-office replies.

    2. On the

    "

    1. Inside My Organization

    "

    1. tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    2. If you wish to send replies outside your organization, select the Outside my Organization tab, and click on Auto-reply to people outside my organization. If you want to reply only to those in your contacts, click My contact only. Enter the message you want to be sent to those outside your organization.

    3. Select OK to save your settings.

    Manually

    turn off automatic reply

    Turning Off Automatic Reply

    1. Click the File tab, and then click the Info tab in the menu.

    2. In the

    "Automatic replies"

    1. Automatic Replies section,

    select 

    1. select Turn off.

    Creating an Out-of-Office Automatic Reply for Mac

    Office 365 Account
    Expand
    titleCreating an Out-of-Office Automatic Reply for Mac
    macOS

    Microsoft Outlook for Mac

    Creating an Automatic Reply

    1. On the

    "

    1. Tools

    "

    1. tab,

    click 

    1. click Out of Office.

    2. In the

    "

    1. Auto-

    reply

    1. Reply Settings

    "

    1. box, check

    the 

    1. the Send automatic replies for account "X”

     box

    1.  box (where "X” is the account you’d like to send out of office replies from).

    2. Under "Reply once to each sender with," enter your automatic reply.

    3. To set the start and end dates, select

    the 

    1. the Only send replies during this time

    period 

    1. period check box, and enter the start and end dates and times. If you do not choose an automatic end time, you will have to manually turn off automatic out-of-office replies.

    2. To send replies only to senders inside the organization, deselect the "Also send replies to senders outside my

    organization”

    1. organization” box. If you choose to send replies to senders outside of the organization, choose to send to your contact list or all external senders and enter your automatic reply.

    Click 

    1. Click OK.

    Turning Off an Automatic Reply

    1. On the

    "

    1. Tools

    "

    1. tab,

    click 

    1. click Out of Office.

    2. In the 

    "

    1. Auto-

    reply

    1. Reply Settings

    "

    1. box, uncheck

    the 

    1. the Send automatic replies for account "X”

     box

    1.  box (where "X” is the account you’d like to send out of office replies from)

    .

    Gmail Account

    Creating an Automatic Reply

  • At the bottom left corner of the of the navigation pane, click Mail.
  • On the "Home" tab, click Rules, and select Edit Rules.
  • In the "Rules" box, click Show All.
  • In the "Outlook Preferences" box, under Personal Settings, click Accounts.
  • In the "Accounts" box, in the left pane, click the account.
  • To return to the "Rules" box, click Show All, and then under "Email," click Rules.
  • In the "Rules" box, click Add a rule .
  • In the "Rule name" box, type a name for the rule, such as Vacation Reply.
  • Under "Do the following," click the Change status button, and choose Reply.
  • Click Reply Text, and type the automated reply that you want Outlook to send, and click OK.
    • In the "Rules" box, you’ll see the Vacation Reply rule you created

    1. .

    Turning Off an Automatic Reply

    1. At the bottom left corner of the of the navigation pane, click Mail.
    2. On the "Home" tab, click Rules, and select Edit Rules.
    3. Uncheck the "Automatic reply" rule.

    Apple Mail

    Creating an Automatic Reply

    1. Launch Mail and navigate

    to Mail > Preferences > 

    1. to Mail > Preferences > Rules.

    Click 

    1. Click Add

    Rule 

    1. Rule and give it a description.

    2. In the first drop-down,

    select Account ,and in

    1. select Account. In the drop-down next to it, select the email you wish to set up the automatic reply for.

    2. In the "Perform the following actions" drop-down,

    select 

    1. select Reply to Message.

    Click 

    1. Click Reply message

    text 

    1. text and enter your automatic reply.

    Click 

    1. Click OK.

    Click 

    1. Click Don’t Apply. If you click Apply, your rule will be applied to all your existing messages as well as new messages.

    Turning Off Automatic Reply

    1. Rules in Apple are active by default. To turn off your automatic reply navigate

    to Mail > Preferences > 

    1. to Mail > Preferences > Rules.

    2. Deselect the box next to the automatic reply rule.

    Office 365 Web Access
    Expand
    titleMobile apps

    Creating an Automatic Reply

    Log in to Office365. Open

    1. Open the Outlook mail app.

    2. Click

    the "Settings" icon.Under "Settings"Send

    1. your picture/initial icon (top left), and then click Gear to enter the settings.

    2. With the Quick Settings tab , click Automatic replies.

    3. Click

    the radio button for 

    1. Turn on automatic replies.

    You can select

    1. If you wish to specify a start and end

    times by clicking the checkbox for "Only send during this time range” and set

    1. date for your automatic reply, click the box for “Reply Withing a Time Range” Toggle the option on, and set a date range for your automatic replies.

    If

    1.  If you do not choose an automatic end time, you will have to manually turn off automatic out-of-office replies.

    2. If you choose to send replies to senders at UConn select Send replies outside your organization. To only send outside replies

    only

    1. to

    senders inside the organization, deselect the "Also send replies to senders outside my organization” box. If you choose to send replies to senders outside of the organization, select sending to either your contact list or all external senders and enter your automatic reply.
  • Set up your automatic reply. Then click OK.

    • Manually turn off automatic reply in Office 365 Web Access

    Log in Office 365 and open

    1. everyone, choose Everyone. You can also toggle the option to send different replies to each group.

    2. Set the text you’d like to send using the “Reply to Everyone With”, or “Reply inside/outside My Organization”

    3. Click the check mark on the top right to save.

    Manually Turning Off Automatic Reply

    1. Open the Outlook mail app.

    2. Click your picture/initial icon (top left), and then click Gear to enter the settings

    icon

    1. .

    Under

    1. With the Quick Settings tab, click Automatic replies.

    2. Click the

    radio button for Don’t send automatic replies.

    Troubleshooting Automatic Replies from Office 365 to Gmail

    Faculty can create a workaround for automatic replies that are not received by students in their UConn Gmail accounts.

    ...

    titleStudent Gmail Work-Around
    Info

    "Automatic Replies" is a setting in Microsoft Outlook that enables the account owners to create an automatic response to incoming messages. This setting is frequently used for out-of-office messages.
    Students have an Office 365 mailbox, even though their official university email account is on G-Suite. Their Office 365 account typically forwards data to their G-Suite accounts, but automatic replies are an exception and are not forwarded.
    As a workaround, faculty and staff can create a rule in Outlook so that automatic replies are delivered to students’ Gmail accounts.

    How to Create an Automatic Reply Forwarding Rule for Delivery to Students' Gmail Accounts

    1. Open Outlook.
    2. Click the Home tab at the top of the screen.
    3. Click Rules in the top ribbon, and then select Manage Rules & Alerts from the dropdown menu.
    4. Click New Rule…, and select Apply rule on messages I receive. Click Next.
    5. Ensure that none of the conditions are checked. Click Next and then click Yes in the popup box.
    6. Check the box by have server reply using a specific message.

    ...

    1. slider next to Automatic replies and toggle it off.

    2. Click the check mark on the top right to save

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