Do Automatic Replies Work When Outlook is Closed?

If you regularly use Microsoft Outlook 365 in your work, then most probably you must have set out of office or automatic reply at some point, like when you are going on vacation or going away from work for a few days for any reason, then you must have definitely done this Automatic Replies Work When Outlook is Closed.

Now here a common concern is that many users don’t even know this, and they are in doubt that do automatic replies still work when Outlook is closed?

But the answer is yes, this is possible. Automatic replies, also known as out of office (OOO) messages, are a critical feature for many professionals. Come, let’s understand in this blog how automatic replies work in Outlook, whether it does its job properly in Outlook or not. The most important thing is whether it works when our Outlook app is shut down or when the computer is off, and if it does, then how it works

What are Automatic Replies?

Automatic replies, is also known as out of office (OOO) messages, this is a feature in Microsoft Outlook which allows to set the mails in advance so that they are automatically sent when you are not available. Automatic replies are designed to function without requiring the user to have Outlook open. All you need is to turn the Automatic reply on and off. This functionality is particularly important for ensuring continuous communication, even when you’re not actively using your computer. However, how automatic replies are managed depends on the type of email account you are using.

Why are the automatic replies used?

we use automatic replies because of the many reasons let’s understand some crucial points when we need such features which plays a very vital role for us, so that our work doesn’t get much affected, and our tasks also get done easily, and we also remain tension-free and can indulge in other tasks without taking stress of professional work. For a deeper understanding of Outlook account issues and how they affect features like automatic replies, read our detailed guide here. Some of the main reasons mentioned below:

• During vacations or holidays 
• While engaged in lengthy meetings, seminars or conference
• For maternity/paternity leaves
• In time-off situations like sick days 
• For planned business trips 

Do automatic replies work when outlook is closed?

Its short answer is yes, but with it there are different conditions, like if your Outlook is connected with Microsoft Exchange or Microsoft 365 (Office 365), then automatic replies will work if Outlook is closed or the computer is off, because Outlook is just a client and its rules and replies are handled by the server (Exchange/Office 365). For more information on common Outlook issues and troubleshooting tips, including why tools like the Inbox Repair Tool. 

Some conditions are such where it doesn’t work properly, like when you are using a POP3 or IMAP email account or if you create rules and replies that rely on client-side settings — and there are some other reasons too. Come, now let’s see in which situations it works and in which it doesn’t.

Different scenarios of automatic replies work or doesn’t work when outlook is closed

1.Outlook with Microsoft exchange or office 365 –

In this, automatic replies work even if Outlook is closed

This is a very good and reliable setup. If you are using Outlook in your work or in school, then the email accounts that are powered by Microsoft Exchange or Office 365 — the automatic replies are configured and stored on the mail server. This means that:

1. Replies can be sent even when you are logged out or offline

2. There is no need to run or use Outlook

3.  It works on all devices, for example – desktop, mobile, web

2.Outlook with POP3/IMAP Email accounts

In this, automatic replies only work when Outlook is open

If you are using Outlook to access non-Exchange emails like Gmail, Yahoo, iCloud, or your ISP email (Comcast, Verizon, etc.),

These usually use POP or IMAP protocols and they do not support automatic replies. In some cases, like:

1.  Outlook must be open

2. Your PC must be on

3. The rules that are running should only run when Outlook is active

You’re primarily dependent on the Outlook client, rather than a mail server.

3.Using Outlook Web App (OWA)

In this, automatic replies work without Outlook desktop.

Setting auto replies through Outlook Web App is the best way to ensure your replies work, regardless of your desktop Outlook status.

When you use OWA:

1. The replies are created and stored on the server

2. They work independently on every device

3. This is ideal for travellers or remote workers

How to Set Up Automatic Replies in MS Outlook?

The process of setting up automatic replies depends upon the type of account you are using. You need to follow different approaches. Like if you are using MS Outlook with a server then you can directly enable the automatic reply feature within the server but, if you have a Pop3 account then you have to create a rule to perform this task. If you want to learn about POP3 visit here.

For Exchange Server, Office 365, and Outlook.com Accounts

1. Open Outlook.
2. Go to File > Automatic Replies (Out of Office).
3. Select Send automatic replies.
4. Set your time range (optional).
5. Compose your message for internal and external contacts.
6. Click OK.

For IMAP and POP3 Accounts:

Create a Rule:

1. Go to File > Manage Rules & Alerts.
2. Click on New Rule.
3. Start from a blank rule:
4. Choose Apply rule on messages I receive and click Next.
5. Select conditions (e.g., received in a specific account).

Select actions:

1. Choose a reply using a specific template.
2. Compose your message and save it as a template.
3. Finish the rule setup.

<bid=”m5″>Best practice for writing automatic replies

Here are tips how to make your messages clear and professional:

• Clearly indicate your unavailability
• Provide an alternate contact if possible
• Use different messages for internal vs. external senders
• Avoid oversharing personal details 

Wrap Up

The reliability of automatic replies completely depends on how your email is set up. If you are using server-side functionality (as with Exchange), then you are on the right track even if your computer is off.

But if you are using client-side email accounts, then you have to be careful and keep your  New Outlook open or switch to a more robust platform. By understanding the difference and configuring things properly, you can step back from your inbox confidently.

Apart from all these things, you should always check and ensure that your automatic replies are always working or not, because sometimes troubleshooting is needed for some common issues. But if you are sure about your email account, then this can be very beneficial for you, your work will be completed on time, effectively and efficiently.

FAQ’s

Q1. Can auto-replies be sent if the computer isn’t running?

Yes, if you’re using Microsoft Exchange or Office 365, replies are sent by the server even if Outlook is closed. But with POP/IMAP, Outlook must be running for replies to work.

Q2. How do I know if I use exchange or not?

The first step is to go to the file > Account settings in outlook. If your account is showing Microsoft exchange or Microsoft 365 indicates a server-side setup.

Q3. Can I use automatic replies with Gmail in Outlook?

Auto-replies function only if outlook is running. To avoid issues, set your automatic replies in Gmail in outlook itself.

Q4. What is the difference between internal and external replies?

Internal responses are directed to team members; external responses go to external contacts. Outlook allows separate customization for each.