How to set up autoresponder in outlook

Last Updated: Feb 24, 2024 by

In today’s fast-paced world, email communication is essential for businesses and individuals alike. However, constantly checking and responding to emails can be time-consuming and overwhelming. That’s where an autoresponder comes in. An autoresponder is a tool that automatically sends a pre-written response to incoming emails, saving you time and effort. In this article, we will discuss how to set up an autoresponder in Outlook, one of the most popular email clients.

What is an Autoresponder?

An autoresponder is a feature that automatically sends a pre-written response to incoming emails. It can be used for various purposes, such as acknowledging receipt of an email, providing information, or setting expectations for a response time. Autoresponders are commonly used for email marketing and customer support, but they can also be useful for personal email management.

Setting Up an Autoresponder in Outlook

Outlook autoresponderby Rod Long (

Setting up an autoresponder in Outlook is a simple process that can be done in a few easy steps.

Step 1: Create a New Email

The first step is to create a new email in Outlook. This email will serve as the template for your autoresponder message. You can include any information you want in the email, such as your contact information, business hours, or frequently asked questions.

Step 2: Save the Email as a Template

Once you have created your email, save it as a template by clicking on “File” and then “Save As.” Choose “Outlook Template” as the file type and give your template a name.

Step 3: Set Up the Autoresponder Rule

Next, go to the “File” tab and click on “Manage Rules & Alerts.” In the pop-up window, click on “New Rule” and select “Apply rule on messages I receive.” Then, click on “Next” and choose the conditions for your autoresponder. For example, you can set it to respond to all incoming emails or only those from a specific sender. Click on “Next” again and select “Reply using a specific template.” Choose the template you created in the previous step and click on “Finish.”

Step 4: Test Your Autoresponder

To make sure your autoresponder is working correctly, send a test email to yourself or have a friend send you an email. You should receive the autoresponder message within a few minutes.

Tips for Using an Autoresponder Effectively

While an autoresponder can be a useful tool, it’s important to use it effectively to avoid any negative impact on your email communication. Here are some tips for using an autoresponder effectively:

  • Keep your message short and to the point.
  • Set expectations for when the recipient can expect a response from you.
  • Personalize your message by using the recipient’s name.
  • Use an appropriate tone for your audience.
  • Avoid using an autoresponder for personal emails.


Setting up an autoresponder in Outlook can save you time and effort in managing your emails. By following the simple steps outlined in this article, you can easily set up an autoresponder and use it effectively to improve your email communication. Give it a try and see how it can benefit you!

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.