How to Set Up Auto-Reply (Out of Office)

Going on vacation or away from email? An automatic reply lets people know you are unavailable.

Also called: Out of Office, Vacation Responder, Auto-responder.

Where to set it

The AtrioMail control panel does not have an auto-reply setting. Set it up where you read your mail:

• Webmail: sign in at https://system.atriomail.com/webmail and look for a vacation or out-of-office setting in the webmail settings.
• Mail app: some desktop apps (for example Outlook or Apple Mail) can send automatic replies with a rule. A rule in a mail app usually only runs while that app is open on your computer.

Whichever you use, turn it on, enter your message, set dates if the option is offered, and save.

Writing your message

A good auto-reply template:

Subject: Out of Office

Thank you for your email.

I am currently out of the office from [Start Date] to [End Date] with limited access to email.

If you need immediate assistance, please contact:
- [Colleague Name]: colleague@company.com
- Phone: [Emergency Number]

I will respond to your message when I return.

Best regards,
[Your Name]

What to include:

• When you will be away
• When you will return
• An alternative contact for urgent matters
• When people can expect a response
• A professional tone

What not to include:

• Detailed vacation plans
• Your personal phone number
• Your home address
• Too much personal information

Security tip: do not share too much. Saying "I'm on vacation in Hawaii" tells people your house is empty.

Examples

Vacation:

Subject: Out of Office - Returning Dec 15

Thank you for your email. I am currently on vacation from December 8-15 with limited email access.

For urgent matters, please contact my colleague Sarah at sarah@company.com or call our office at (555) 123-4567.

I will respond to your message upon my return.

Best regards,
John Smith

Business trip:

Subject: Traveling - Limited Email Access

I am currently traveling for business and have limited access to email.

I will respond to your message as soon as possible.

For urgent matters, please call my mobile: (555) 987-6543

Thank you for your patience.

Holiday closure:

Subject: Holiday Office Closure

Thank you for contacting us. Our office is closed for the holidays from December 24 - January 2.

We will respond to all inquiries when we return on January 3.

Happy Holidays!
The Company Team

Best practices

• Set up your auto-reply before you leave.
• Test it by sending a message from a different address.
• Keep the message short and professional.
• Give an alternative contact for urgent matters.
• Turn it off when you return (or set an end date, if your webmail or app offers one).
• Tip: end it one day after you return, so you have time to catch up.

Common mistakes

• Forgetting to turn it off when you return
• Not giving an alternative contact
• Typos in the message
• Wrong dates

Troubleshooting

The auto-reply is not being sent

• Check that it is turned on and saved.
• Check the start and end dates, if you set them.
• If you used a mail app rule, check that the app is open.
• Test from a different address: many systems do not reply to your own address.

Too many replies are sent

• Check that you do not have an auto-reply turned on in more than one place (webmail and a mail app).

Need Help?

Contact support through the live chat in the control panel.