How to set up automated email responses when you are away

Going on a trip or holiday? Set up automatic email replies when you are away

It is that time of year when many people are away for a week or two on holiday with their partner or family. Before you go, set up automatic email replies to deal with incoming messages.

Set up automated email responses to deal with incoming messages and tell people you are away from the office.

Of course, having a mobile phone with an internet connection and built in email means that you are never out of contact. Your emails will continue to arrive on your phone and demand your attention.

However, do you really want to deal with incoming work messages when you are trying to relax on your holiday or trip? Do you want to go to the beach or answer emails? No! You want to relax and not have to worry about work.

Forget your work emails for a week, or even two if you are lucky, and let automated responses deal with your inbox.

Let’s look at the Windows 10 Mail app first. This can be set up to access Outlook.com, Gmail and other services. It is fine for home users, although it isn’t best for businesses.

Set up automated responses in Windows 10 Mail

  1. Open the Mail app in Windows 10
  2. Click the gear icon at the bottom of the sidebar on the left.
  3. Click Automatic replies
  4. Turn on the switch, Send Automatic Replies
  5. Enter the message you want to send

Set up automatic email responses in the Windows 10 Mail app

It seems easy enough and there are options for separate messages inside your organisation and outsiders. There is also an option to send responses only to people in your contacts.

If the automated responses are handled by the app and the computer is switched off, will the automated responses be sent? Yes, if you are using an outlook.com account. Your automated response is synced with the website. There are actually more features it you set up automated responses on outlook.com.

Set up automated responses using Outlook

  1. Go to outlook.com in a web browser
  2. Click the gear icon in the toolbar
  3. Select Automatic replies on the menu
  4. Select Send automatic replies
  5. Enter the message at the bottom

Set up an automatic email response at the outlook.com website

There are several optional features at the Outlook.com website and it is much better than the Windows 10 Mail app. For example, there is an option to set the start and end date and time for automatic replies.

Your Microsoft calendar can be blocked while automatic replies are being sent and it can automatically decline meetings scheduled during this period. Replies can be sent to anyone or just to people in your contacts, and there is an editor with formatting controls to make your reply look good.

Set up automated replies using Gmail

  1. Go to mail.google.com in a web browser
  2. Click the gear icon and select Settings
  3. Scroll down to the bottom of the General tab
  4. Turn on Out of Office AutoReply
  5. Enter a subject and enter the message body
  6. Set the first day it is to be activated
  7. Optionally set the last date
  8. Choose whether to send it to everyone or just your contacts
  9. Click Save changes

Set up an automatic email response in Gmail when you are away from the office

The Gmail auto-responder is straightforward and it lets you create an email complete with subject and message body. The formatting tools enable you to make it look good and start and end dates can be set.

Of course, there are many more email services, but Microsoft and Google run the two biggest, so it is likely that you are with one or both.

Other email services have automated replies and you just have to explore the settings and options. With a reply set up, you can relax on your trip or holiday and forget about work!


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