Why Automatic Replies Not Working in Outlook 365?

The automatic replies that happen in Outlook 365, we also call them Out of Office (OOO) messages. Its crucial feature is to maintain communication when you are away or not available. When the user is unavailable, this Out of Office Assistant sends emails automatically on behalf of the users. Sometimes, what happens is that automatic replies not working in outlook 365 the way users expect them to. And this happens due to many reasons. And this becomes very frustrating when you’re assuming your replies have been sent, but they haven’t been sent. For detailed explanations and troubleshooting, see whether automatic replies work when Outlook is closed.

If you are also experiencing all these issues, then you are not alone. In this blog, we will look at what causes automatic replies not working in Outlook 365, and how we can fix them, because of which you face problems and your work also gets affected. For detailed troubleshooting, check out the guide on errors detected in OST files.

What are Automatic Replies in Outlook 365? 

The feature of automatic replies plays a very vital role, and this is an in-built feature in Outlook which allows you to automatically send your emails or messages at a specific period of time. This is mostly used when the user is either going out on vacations or on leave or is unavailable for some reasons, so that their work doesn’t get held up behind them or without them. For troubleshooting and resolving issues related to Outlook search errors including automatic replies, see this detailed fix guide.

Automatic Replies Not Working in Outlook 365 can disrupt communication and affect productivity. Automatic replies help your work to be done effectively and efficiently, ensuring that the workflow continues without interruption. When Automatic Replies Not Working in Outlook 365 becomes an issue, users may face delays and increased workload. Fixing the problem quickly allows users to be tension-free and focus on their remaining work, ensuring that operations remain smooth. If you encounter Automatic Replies Not Working in Outlook 365, it’s essential to troubleshoot immediately to maintain seamless communication.

Outlook Offers 2 Ways to Manage Automatic Replies:

Automatic Replies: This helps in sending customized messages both internally and externally.

Rules-Based Replies: These are set up manually through inbox rules and allow even the most difficult filtering and reply criteria.

Common Symptoms When Automatic Replies Not Showing in Outlook 365

Here are the most common signs that automatic replies in outlook 365 aren’t functioning properly:

• Automatic replies fail to send, even though auto-replies are enabled.
• The auto-response feature works for internal users, but not for external users.
• Auto-replies are sent with a delay or don’t activate consistently.
• The out of office feature is missing or inactive in the outlook desktop app.
• Rules designed to manage auto-replies aren’t working.

How to Set Up Automatic Replies in Outlook 365?

Setting up automatic replies (Out of Office messages) in Outlook 365 is a simple and easy process, which is done through both the Outlook desktop app and the Outlook web app (OWA). For a detailed explanation on common issues with sending content to OneNote from Outlook, see this helpful guide on why Microsoft Outlook Send to OneNote is not working.

Here are some steps of automatic reply in outlook 365 online are mentioned below:

Method 1: Set Up Automatic Replies in Outlook Desktop App

Step1: Start the Microsoft outlook application

Step2: Press the file tab at the top-left corner

Step3: Pick Automatic Replies (out of office) and select it

Step4: Within the displayed dialog box:

• Turn on send automatic replies
• If you wish, enable “only send during this time range” and set the start and end times accordingly
• Draft your message in the Inside my organization tab (for employees inside your organization)
• Go to the outside my organization tab to create a different reply for external recipients, if desired.

Step5: Press OK to save and enable your automatic replies.

Method2: Set Up Automatic Replies in Outlook Web App (OWA)

Step1: Go to the official website of outlook office “https://outlook.office.com” and log in by using your Microsoft outlook 365 account details.

Step2: Click on the gear icon at the top right corner, and pick view all outlook settings at the bottom.

Step3: Access Mail and proceed to Automatic replies.

Step4: Switch on Turn on automatic replies.

Step5: Set your start and end dates if desired, and type the reply message for:

• Internal sender (within your organization)
• external sender (outside your organization)

Step6: Press save to keep the changes

How to Turn Off and On Automatic Replies in Outlook 365

Here are explanation of ‘How to turn on automatic replies in outlook’ and ‘How to turn off automatic replies in outlook 365’ are mentioned below:

Preventing Future Issues of Automatic Replies in Outlook 365

Here are some tips to avoid and prevent the future issues with automatic replies are mentioned below:

• Make sure to test your automatic reply by sending a test email from an external source.
• Create clear and professional messages for both internal and external audiences
• Maintain the latest versions of outlook and office 365 apps and stay up to dated
• Make sure to review mailbox rules and automatic settings before long vacations.
• Train team members to use outlook web apps as an effective alternative for setting adjustments.

Bottom Lines 

Automatic replies in Outlook 365 are a very simple and crucial tool that effectively manages professional communication when the user is unavailable or away for some important work. When this stops working, it creates confusion and some good opportunities are missed. If your automatic replies are not working, there are some reasons like incorrect configuration, interference from rules, server-side issues, cached mode problems, outdated software, mailbox quota limitations, or external email server issues. For detailed troubleshooting and solutions, refer to this guide on resolving connection errors between Outlook and the server.

Keeping an eye on it from time to time and checking it regularly can help you solve many problems and ensure that your automatic replies function runs correctly and your work happens in an effective and efficient manner without any issues. For an in-depth explanation on Outlook inbox tool issues that might affect this, see why the Microsoft Outlook Inbox Repair Tool keeps popping up after Windows.

FAQ’s 

Q1: why does my outlook auto-reply not activate?

The causes of these problems include unexpected program closures, virus attacks, software or hardware faults, inaccurate dates, corrupted configuration, previously dispatched replies and more.

Q2: How do I restore my Outlook automatic reply settings?

On Outlook.com, click Options, then select Automatic replies to proceed.

Q3: What prevents Outlook from automatically sending or receiving emails?

The issue may stem from improper synchronization of the Outlook profile, third-party add-ins, an outdated Outlook version, working offline, unstable or absent internet connection, among other factors.

Q4: What is the meaning of Out of Office?

Out of Office in Outlook is an email feature where the user is temporarily unreachable and an automatic, pre-written reply is sent to incoming messages.

Q5: How can I turn on auto reply in Outlook?

Enable auto replies by clicking File, then Automatic Replies. Select Send Automatic Replies. Optionally, schedule the time range by checking the box and setting the dates. Type your message and confirm by clicking OK.