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Set automatic replies (Out of Office messages)

MS Outlook users have the option to set up an Automatic Reply (Out of Office) message, which will be sent in response to emails received within Outlook.  

Automatic replies are processed on the email server, so you do not have to set up your Out of Office message more than once.  You can use your desktop MS Outlook or the Outlook Web App for this.

Instructions for setting up your Out of Office message

Outlook 2010 on the PC

  • Open Outlook and select the File tab
  • Select the Automatic Replies (out of Office) option
  • Select the Send automatic replies radio button
  • If appropriate, select the Only send during this time range: option and enter a Start time: and End time:
  • Select whether to reply only to people within the University, or to all senders
  • Enter the text of your Out of Office message
  • Click OK to complete the process

Your Out of Office message will be transmitted when an email is received, depending on the options you have set.  If required, further rules can be set using the Rules... button at the bottom of the Automatic Replies dialog box.

Outlook 2011 on the Mac

  • Open Outlook and select the Tools menu
  • Select Out of Office...
  • Select the Send Out of Office messages radio button
  • Enter the text of your Out of Office message
  • If appropriate, select More options to expand the contents of the Out of Office Assistant
  • If appropriate, select the I am out of the office between: option and enter a Start date and time: and End date and time:
  • Again, if appropriate, select the Send replies outside my company to: checkbox and choose Address Book contacts only or Anyone outside my company
  • Enter the text of your Out of Office message
  • Click OK to complete the process

Your Out of Office message will be transmitted when an email is received, depending on the options you have set.

The Outlook Web App (OWA)

  • Log in to the Office365
  • Select the Mail icon
  • Select the Options drop-down list (the cog top-right of window)
  • Select Automatic Replies
  • Select the Send automatic replies radio button
  • If appropriate, select the Only send during this time range: option and enter a Start time: and End time:
  • For replies sent to University users enter the text of your Out of Office message
  • If appropriate, select Send automatic reply messages to senders outside my organization
  • Enter the text of your Out of Office message
  • Click Save to complete the set up

Your Out of Office message will be transmitted when an email is received, depending on the options you have set.

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