How to set-up automatic reply in Outlook, Gmail and Tuta Mail
This guide helps you to set-up an automatic reply in Outlook, Gmail and Tuta Mail on web, desktop, iPhone and Android.
How to set up automatic replies in emails in Outlook in quick steps
- Select File → choose Account info → click in email account on Automatic replies
- Turn on automatic replies and create your automatic response
- Finally, Save and confirm your settings
How to set up automatic replies in emails in Gmail in quick steps
- Go to Settings → then go to Out-of-Office Auto Reply
- You can turn your Out-of-Office Auto Reply on or off and personalize the dates, subject and your actual message
- Finally, remember to save your changes
How to set up automatic replies in emails in Tuta Mail in quick steps
- Go to Settings → Email
- Go to Autoresponder section → Click the edit pencil icon
- A new pop-up appears where you can set up your automated response email, including subject, message and time range
What is an automatic reply in email?
An automatic reply in email, also often abbreviated as an auto-reply, is a pre-written email that is automatically sent in response to an email.
When is an automatic reply in email useful?
There are many advantages of setting up and using automatic replies in emails, especially in a business context. You can also check out our guide about the best email providers for business. For example, it can be useful to set up an automatic reply in your business email that allows an automatic response to customers to let them know that you have received their email even though the support team is not immediately available. You could also set up an automatic reply to let your customers know that you have received their order or request. Another example of where it is useful to set up an automated reply in emails is an out of office email. If you are on vacation or not in office for some other reason, it is polite to let everyone, who sends an email to you, know that you are not in office right now but will come back at a designated time. As you can see, there are a wide variety of different reasons to set up an automatic reply in email.
How do I set up automatic reply in Outlook?
How to set up automatic reply in Outlook. Screenshot: Outlook Mail account.
In general, Outlook, as a popular email provider, offers the possibility to set up automated replies for subscribers of Microsoft 365. This allows you to let others know if you are unable to respond immediately because you are not in office for instance. In order to set up an automatic response in your Outlook email account in web, you need to select File. A drop-down menu then appears and you can choose the option Account info. A new pop up will appear, showing your account settings. In your accounts settings under the section Email account you can click on Automatic replies in order to set up an automated reply in email. You do so by Turn on automatic replies and customizing the message of your automatic reply and the subject. Moreover, you can also choose the option of whether your automated reply is only send to contacts or not. Finally, you have to Save and thereby confirm your settings.
Important: If you do not want your automated email reply to be send immediately to an incoming email, you can choose the option Only send during this time range. You can then choose your individual date and time of when the automatic response of your email is to be sent.
How do I set up automatic reply in Gmail?
How to set up automatic reply in Gmail. Screenshot: Gmail account.
If you want to set up an automatic reply in Gmail in web, you can do so by following these steps: First of all, you go to the top right where the Settings icon is and click on it. An overview of all your settings in Gmail will show up. In the General section you need to scroll down to the bottom to the Out-of-Office Auto Reply segment. You can choose whether to have your Out-of-office Auto Reply on or off. If you turn it on, you can personalize when the first and last day of your automated reply should be, the subject and the actual message. In addition to this, you can also choose whether your automated reply is only to be send to people in your contacts or not. Finally, remember to save your changes.
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How do I set up automatic reply in Tuta Mail?
How to set up automatic reply in Tuta Mail. Screenshot: Tuta Mail account.
Tuta Mail, the more secure alternative to Outlook and Gmail allows you to send end-to-end encrypted emails by default for free, but it comes with all the features Big Tech email providers offer: for example password protection for emails.
If you want to set up an automatic reply in Tuta Mail, you can easily do this by following these simple steps: First of all, log into your Tuta account, or if you haven’t signed up yet you can simply create a free account, and go to Settings. In Settings you need to choose the Email section. In the Email section you can now change your email settings for your Tuta account. Under the heading Sending emails you can find a segment called Autoresponder. The default setting of automatic replies in your Tuta account is Deactivated but you can simply activate them by clicking on the edit pencil icon on the top right corner of the segment. If you click on the icon, a pop up will appear, enabling you to set up your automated email response, i.e. the subject and the message of your automated reply.
Moreover, for your automated response you can customize whether you want your automated reply to be send to Everyone, Inside/ outside or Inside only. Lastly, you can also choose whether your automatic reply is send immediately or during a specific time range.
What happens if you reply to an automated email?
Generally, if you reply to an email that is an automated reply, your email will be send to the recipient as usual. Once the recipient is back, from vacation for example, your email will ideally be read and replied to.
What should you avoid when setting up an automatic reply?
As there are rules, or an ‘etiquette’ when writing emails, there are a couple of things you need to be aware of when setting up an automated reply. Especially things you need to avoid. For example, if you are out of office because you are on vacation, you should not list a colleague as back-up without checking-in with them first. Moreover, you also do not need to list the specific reason and details for your absence. Just simply let everyone know that you are absent and for how long. But make sure that you have entered your absence time correctly in your automated reply. So, better double-check. With regards to the time duration of your absence, you should also avoid promising to write back to them immediately after your return. You will likely have so many emails that it will take some time to get back to everyone and answer their emails. So don’t give some false and high expectations for the people reading your automated email.
The end of overflowing email inboxes thanks to automatic replies!
Thanks to automatic replies, the era of overflowing email inboxes after returning from vacation has finally come to an end. Now, you can start your first day back in the office just as relaxed as you were while on vacation! For more tips on how to organize your email click here.
Overall, setting up an automated reply in your email account, whether you have an Outlook, Gmail or Tuta Mail account, proves to be useful as it allows you to automatically let people know whether you are out of office or to let your customers know that you have received their email.
