Everyone - Automatic Replies in Outlook for Personal and Shared Email Accounts

Purpose

This article provides instructions for setting up and managing Automatic Replies in Outlook for both personal CWI email accounts and shared mailboxes. It covers accessing Automatic Reply settings, scheduling start and end times, creating reply messages, and choosing whether replies are sent to internal or external recipients.

 

Process

1. Access Outlook

  1. Open a web browser and go to mail.cwi.edu or outlook.office.com.

  2. Sign in with your CWI email and password.

  3. Complete MFA if prompted.

  4. You should now be signed into your email.

  5. Uploaded Image (Thumbnail)

 

2. Set Automatic Replies for Personal Accounts

  1. Click the gear icon in the upper-right corner.

  2. Uploaded Image (Thumbnail)

  3. In the Search Outlook Settings box, type “Automatic Replies”.

  4. Uploaded Image (Thumbnail)

  5. Click Automatic replies and configure your message.

  6. Click Save to apply changes.

  7. Uploaded Image (Thumbnail)

 

3. Set Automatic Replies for Shared Mailboxes

  1. Follow steps 1–2 above.

  2. Click your avatar/initials in the upper-right corner.

  3. Uploaded Image (Thumbnail)

  4. Select “Open another mailbox” and enter the shared mailbox name.

  5. Uploaded Image (Thumbnail)
  6. Uploaded Image (Thumbnail)

  7. The shared mailbox opens in a new window. Follow step 2 to configure automatic replies.

 

4. Automatic Reply Settings (Color-Coded Explanation)

Uploaded Image (Thumbnail)

  • Enabled / Disabled (Yellow): Turn automatic replies on or off.

  • Start / End Times (Green): Schedule when your automatic replies will begin and end.

  • External / Internal Recipients (Blue): Choose whether replies are sent only to internal contacts or also to external senders.

Print Article