How To Automatically Reply Outside Organization In Outlook (Tutorial 2026), by Software Minute on YouTube. 3 min 23 s.
- Video length
- 3 min 23 s
- Time to do it
- 5 minutes
- Difficulty
- Easy
- Steps
- 7
What you need
Steps
Open Outlook and go to Settings, then Mail, then Automatic replies. In classic Outlook on Windows, use File and then Automatic Replies instead.
Switch the automatic replies toggle on. Leave the time period option off for an open-ended reply, or tick it and set a start and end date.
Type the message your colleagues will get in the box for replies inside your organisation. Keep it short and name someone to contact about urgent work.
Tick the box that sends replies outside your organisation. In newer versions it appears under the internal message box as a separate switch.
Choose who gets the outside reply. Pick All external senders so every non-company address gets an answer, or My contacts only to limit it.
If Outlook shows a separate external message box, write a shorter version there. Leave out internal names, phone numbers and project details.
Click Save or Turn on to apply the setting. Then email yourself from a personal account to confirm the reply arrives.
Tips and common mistakes
Keep the external wording generic, because anyone who emails you gets it, including mailing lists and strangers.
Set an end date so replies stop on their own when you are back at your desk.
If you pick My contacts only, add those people to your contacts first or they will not get a reply.
Outlook normally sends the automatic reply once per sender, so the same person will not get it again until you reset it.
Questions
Will people outside my company get the reply straight away?
Yes. Once you turn automatic replies on and choose All external senders, the reply goes out on the first email each person sends you.
Can I use a different message for internal and external people?
Yes. Outlook has separate message boxes for inside and outside your organisation, so the external one can be shorter and more general.
Does this work on a free Outlook.com account?
Automatic replies work there, but the outside organisation option usually only appears with a work or school Microsoft 365 account.
This guide was drafted from the video's details and general task knowledge. It has not been checked against the full video. Check the video and relevant product instructions before following a procedure. Report a correction.
