Guide to Automated Email Reply | Gmail & Hotmail

Are you tired of replying to every email on your mail account? Do you want someone to reply to all the emails with a certain message? If yes, then you should try the automated email reply feature provided by email services.

Email service providers usually include automated email response facility in their webmail services to allow users to have a pre-composed reply to be sent to people messaging the user, without manual interference, analogous to the voicemail feature of phones.

Advantages of Automated Email Response

Auto-responder has many applications, like:

  • Sending automatic replies to customers and prospects by businesses.
  • Responding to RSVPs in bulk.
  • When the user is unable to access their mailbox for a while.

Setting Up Email Auto-responder

Different webmail services have different procedures to set auto-reply. The most popular ones are discussed.

Gmail

  • Login to your account.
  • Click on the top right cogwheel icon; click on “Settings”.
  • Click on “Advanced”.
  • Enable “Canned Responses (Templates)”.
  • Click on “Compose”.
  • Compose your auto-response under “New Message”.
  • Click on the vertical ellipsis at the bottom right.
  • Hover the mouse pointer over “Canned responses”, then over “Save draft as template” and click on “Save as new template”.
  • Enter a template name in the textbox and click on “Save”.
  • Now click on “Filters and Blocked Addresses”.
  • Click on “Create a new filter”.
  • Enter the sender’s address in the “From” and recipients’ addresses under “To” in the box. Fill in your filtering criteria.
  • Click on “Create filter”, and check “Send template:”, choose your template from the drag-down menu and click on “Create filter”.

Outlook

  • Login to your account.
  • Click on the top right cogwheel icon.
  • Click on the option “View all Hotmail/Outlook settings” located at the bottom of the webpage.
  • Now, Click on the option “Automatic replies” and turn on the toggle.
  • Check “Send replies only during a time period” if you want so and specify the period. You can simultaneously choose to block your calendar, decline invitations, and cancel and decline meetings during this period.
  • Check the bottom box to send this auto-email to your contacts only.
  • Click on “Save”.

Yahoo

  • Login to your account.
  • Click on the top right “Settings” cogwheel icon; click on “More Settings”.
  • Click on the option “Out-of-office response” and turn on the toggle.
  • Select start and end dates, compose the message in the textbox and check “Send a different response to specific domains” box for an alternate response to certain domains.
  • Click on “Save”.

These steps will set up the auto-responder for the respective services. You can always add or edit responses later according to your needs.

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