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Choose the automatic email feature you need
| What you want to happen | Use this feature | Where to set it up |
|---|---|---|
| Tell people you are away | Automatic Replies | View settings > Accounts > Automatic Replies |
| Send selected incoming messages elsewhere | Rule | Settings > Mail > Rules |
| Forward every incoming message | Forwarding | Settings > Mail > Forwarding |
| Handle messages from one sender | Sweep or a rule | Select a message and choose Sweep, or right-click it and choose Rules > Create rule |
| Send a composed message at a future time | Send later | Compose a message and choose Send later |
| Check for new messages now | Sync | Choose Sync in New Outlook |
How do I set up an automatic reply in the new Outlook?
- Open View settings > Accounts > Automatic Replies.
- Turn on Automatic Replies and enter your message.
- Optionally select Send replies only during a time period, then set the start and end times.
- If your work or school account offers separate replies for people outside your organization, choose whether to enable them and enter the external message.
Microsoft notes that external replies can be sent in response to every incoming message, including newsletters, advertisements, and possibly junk. If the option is available, limiting replies to contacts can reduce unnecessary disclosures. The setup and availability vary by account type and Outlook version; some POP or IMAP accounts may not support Outlook’s Automatic Replies feature. See Microsoft’s Automatic Replies instructions.
How do I create a rule to move or forward emails?
- Go to Settings > Mail > Rules.
- Add a rule and give it a name.
- Choose a condition, or choose Apply to all messages if it should cover every message.
- Add an action, such as moving a message to a folder or forwarding it.
- Add exceptions or enable the stop-processing option if needed, then save.
For forwarding actions, decide whether to forward or redirect. A forwarded message appears to come from your mailbox, and a reply goes to your forwarding address. A redirected message appears to come from the original sender, and a reply goes to that sender. Microsoft explains the options in its instructions for forwarding messages with rules.
How do I automatically forward every email?
Use the dedicated setting at Settings > Mail > Forwarding when all incoming messages should go to another address. Use a rule instead when only messages matching particular conditions should be forwarded. If messages keep forwarding unexpectedly, check both the Forwarding setting and your rules; they are separate controls. See Microsoft’s automatic-forwarding instructions.
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Use Sweep for a quick sender-based cleanup
- Select a message from the sender.
- Choose Sweep.
- Choose where the messages should go and whether the action should apply to future messages.
- Confirm the action.
Create a rule for a reusable condition and action
- Right-click a message from the sender.
- Choose Rules > Create rule.
- Select a destination folder and confirm. The rule setup also offers the option to apply it to messages already in the inbox.
Sweep is oriented around handling a sender’s messages, while rules allow more customizable conditions and actions. Microsoft’s Sweep and inbox organization instructions cover both options.
How do I schedule an email to send later?
- Compose your message.
- Choose Send later, set the date and time, and confirm.
Microsoft’s Send later help is labeled for Outlook.com, so confirm that the option appears in your New Outlook build and account. The message may remain in Drafts or Sent Items depending on the device. Before the scheduled time, you can edit or delete it; after editing, choose Send > Send later again. See Microsoft’s Schedule send instructions.
Manual Send later is different from Viva Insights schedule-send suggestions. Suggestions may appear when recipients are outside their working hours or have an out-of-office reply. Microsoft says rules that delay messages must be turned off to use those suggestions; see Microsoft’s schedule-send suggestions guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How do I check for new messages automatically?
For a manual check in New Outlook, choose Sync; unlike classic Outlook, New Outlook uses Sync rather than the Send/Receive tab. Microsoft says supported Outlook surfaces check automatically at startup and at intervals, and messages are sent automatically when you select Send while online. See Microsoft’s account-sync instructions.
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