Whenever I take a leave for a week or so, I make sure that I set up an out of office reply in my Apple Mail App on Mac. Setting up auto-responder eMail message in Mac Mail app should be the first priority before you go on a vacation or a long trip. When you create such vacation responder mail, you let others know that you are out of office by an auto-reply that will be sent automatically to a person, who tries to contact you on your Mac Mail app. Follow this tutorial to setup out-of-office email reply in Mail App on Mac.
Auto-responder email can also be set up when you are out of the office, away from your workstation or desk, or simply don’t want to reply to incoming emails. Apart from the popular vacation responders, you can customize this email autoresponder and create an automated response with a customized message text. Before you leave your office for a short period, you can check how this autoresponder mail works. After setting up auto-response mail, simply send a mail to your email address and check the response.
Note that you can Setup an Email Auto Responder in any Apple Mail app running macOS High Sierra, Sierra, Yosemite, El Capitan and others. The procedure given below will remain nearly same.
On the surface, mail auto-responders look simple; but you can make it complex by adding more levels of customization. For instance, you can set up auto-response to the specific sender, particular mail domains, contact names, or VIPs only.
How to Setup Out of Office Email Reply in Apple Mail on Mac
This method is general in nature; once you create an email auto-responder, it will be applicable to all contacts, people (including VIP), domains etc. that want to contact you via Apple Mail app on Mac.
Step #1: Launch Default Mail App on your Mac.
Step #2: Click on Mail Menu from the top menu bar.
Step #3: Go to Preferences.
Step #4: Click on Rules tab which is the last one.
Step #5: Now, Click on Add Rule.
Step #6: Next, Enter Description in the text field. For Example, I am going to type vacation responder Automatic Email.
Step #7: Up Next, Select Every Message from the drop-down menu, under If conditions are met.
Step #8: Then, Under Perform following actions, Select Reply to Message from the drop-down menu.
Step #9: Click on Reply Message Text button and enter the automatic email reply you wish to send and then click on OK.
For example, I am going to type:
Hi there, Thank you for your email. I will be out of the office from 24th Feb to 10th March and will not have access to email. If this is urgent, please contact Jayesh Purohit at Jayesh@indabaa.com. I will do my best to respond promptly to your email when I return on 11th March.
Step #10: Finally, click on OK.
Now, you simply need to turn ON vacation responder email in Mac on Mac.
How to Enable Autoresponder in Mail for Mac
Step #1: Launch the Mail app on your Mac.
Step #2: Click on Mail menu and select ‘Preferences’.
Step #3: Now select ‘Rules’ and check the box next to autoresponder.
How to Edit Vacation Responder Email in Mail App on Mac
Step #1: Open Mail App on your Mac.
Step #2: Click on Mail Menu → Preferences →Rules → Choose the Rules you have just set up.
Step #3: Click on Edit button.
Now you start making changes you want to.
How to Disable Automatic Mail Reply in Mail App on Mac
When you are back to work, you can disable or deactivate email auto-response on your Mac. Later, you can re-enable this automatic reply; check the method below.
Step #1: Open Apple Mail App on your Mac.
Step #2: Go to Preferences from the Mail menu.
Step #3: Simply uncheck the Rules box.
It is advisable to disable auto-responder once you resume your duties at the office.
If you want to remove it completely then choose the Rules and click on Remove button.
That’s all friends!
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