【 Create Automatic Replies in Outlook 】 Step by Step Guide ▷ 2022

The in the workplace focuses largely on dealing with customers, prospects and work team, so you need to be as aware of your inbox as possible.

If, for one reason or another, we can’t answer an emaileither because we are not during working hours or simply we are not available momentarily, Outlook has the ability to configure automatic responses.

In the next few paragraphs, you will learn everything you need to know about this useful Outlook tooland how to use it to improve the productivity of your work through this mail service.

What are automatic replies in Outlook?

It is a function, accessible from the configurations of Outlook, which allows the user to schedule automated responses to be sent to emails received at a certain time. This function is quite common in the most popular mail services, for example .

When it comes toconstantly deal with communication with customers and between employees. The goal of this tool in Outlook is to maximize user productivityproviding you with the means to maintain interaction with your clients and members of your work group, in the hours in which you are not active in outlook.

Learn how to create default responses and improve your productivity in Outlook

For use the automatic response functions, we will only have to access the Outlook settings. This function is accessible from all mail service clientsso we can use it no matter where we are, or what device we are using.

Go for it:

From the phone

This procedure is quite simple and straightforward, since It only consists of activating the configuration of automatic responses and defining the response that we want to send to all incoming emails.

To activate them, you just have to follow this procedure:

Start the application of outlook.
press About you profile picture.

Choose the gear icon located in the lower left corner.
Select an Outlook account. You can do this from the list of accounts that you will see at the top of the settings screen.

active the option “Automatic responses”.
If you wish, brand the box “Respond for a period of time” and defines from when and until what date and time the automatic responses will be sent.

enter the text with which the responses will be sent.
press on the button “Confirm” located in the upper right corner

The mobile application is just a means to activate the function of Outlookso that those who send any email to our account, receive an automated response stating, for example, that you are out of business hours.

From the computer

To access this function from the computer, the process is quite simple, since it does not require access to the specifications of the Microsoft account, but to the most basic functions of Outlook mail.

All this in the following way:

From the inboxclick on the gear icon.
Choose “View all Outlook settings.”

In section “Mail” click on the last option, called “Automatic responses”.
active function by selecting the switch labeled “Enable automatic responses.”

Indicates the period for which they will be active.
Defines the response message that will be sent
click in “Save”.

The outlook web app gives us the most direct access method to this configuration, so that we can activate it quickly and keep it in use for as long as necessaryor for the time programmed in the settings.

Other actions to improve your productivity in Outlook

As users who use Outlook as a working methodit is necessary to have available all possible methods to improve productivity how much we use in postal service.

In addition to creating automatic responses for periods of inactivity, here are three more tips to help you get the most out of your Outlook account:

Create contact groups

The create a group of contactsregardless of which service we are using, is one of the most effective ways to organize our agenda, bringing together in a single list the contacts that are somehow related to each other, either by work, family and a common group of friends, among other criteria.

The procedure to create a new contact group is described below:

From the inbox of Outlook, select the people icon, located in the left toolbar, to open the contacts.
Choose the arrow that you will see next to the option “New contact” and then click “New group”.
Define a name for the group and add relevant information.
click in “To create”.
Enter names or emails of the contacts you want to add to the group.
click in “Add”.

Use text predictions

Outlook’s predictive text feature saves users significant time when composing messages, since as you type, the predictor suggests the next words or phrases to use:

Select the gear iconwhich is located in the top bar.
Click on “View all Outlook settings.”
In the section “Mail”, choose the option “Write and respond”.
Scroll until you find the section “Text Predictions”.
Check the option “Suggest words or phrases as I type.”
Click on “Save”.

Create signatures for your emails

The function of email signature allows you to enter a single signature for all written emails, Giving your emails a distinguished and personalized appearance, as well as a very professional aesthetic.

To create a personalized signature for your emails, you just have to follow this procedure:

Click on the gear located in the top bar.
Choose “View all Outlook settings.”
In section “Mail”, click the option “Write and respond”.
create a signature in the editor that you will see in the window.
Enable the option “Include my signature automatically in new messages I compose.”
Click on “Save”.