How to change "Reply To" address for email messages in Outlook

If you're going on vacation or are out of reach for a while, changing an email's reply-to address can be a helpful way to stay in touch. The process is simple once you know how, but that being Microsoft, it's not as easy as it could be.

For example, if you're emailing from work but you don't have access to work email but you will be able to access your personal email, you can email from work and ask the recipient to answer at your home address. This is one of the many reasons why you may need to change a reply-to address for email messages in Outlook 2016.

If you need to change the "Reply To" address for email messages in Outlook, this tutorial is for you.

Change reply to address in Outlook 2016

If you or your organization uses Microsoft Exchange servers, users cannot permanently change their reply-to address in Outlook. You can change the reply-to addresses for individual emails, but not set them permanently. You will need to contact your IT team if you are using Exchange.

Typically, you change the reply-to address for an individual email or a few emails and that would be it. However, if you want to permanently add or change the reply-to address, you can do that too, unless you are using Exchange as already mentioned.

Change the reply-to address for each email

If you only need to change the address for one or two emails, you can make the change in each individual email.

  1. Open a new email in Outlook.
  2. Select Options > Direct responses to in the ribbon.
  3. Check the box next to Send responses to if not already checked and press Select names.
  4. Select an email address from the list or use a ; and type the email address in the box. If you use more than one email address, separate them with a “; ".
  5. Make sure all addresses are listed in the box next to Answer at the bottom of the window. Hit Answer if they don't to add them.
  6. Select Okay et close to return to the email.
  7. The Direct responses to The box should remain gray if correctly configured.
  8. Complete and send the email as normal.

You can use this method as many times as you want and add as many replies to addresses as you want. Normal usage rules apply however, try not to include everyone you know and create endless email chains. Nobody likes that.

Change reply to address permanently in Outlook 2016

If you want all email replies to be permanently sent to a different inbox, you can do that too. The advantage is that once set, you don't need to specify addresses each time you send mail. The downside is that you can only include one email address rather than multiple addresses.

To permanently change the reply-to address, you need to dive into the Outlook account settings.

  1. Open Outlook and select deposit.
  2. Select Account settings et Account settings.
  3. Select the E-mail tab and the email address you want to change.
  4. Select Change among the options and More settings button on the right.
  5. Add the email address in the box next to Reply email and select Okay.
  6. Select Next and close it Test the window.
  7. Select Finish and close the Email Account screen.

Now when you send emails, all replies will be permanently directed to the address you specified in step 5.

Set out of office reply in Outlook 2016

If you'd rather go on vacation without worrying about emails or work, it might be easier to set up an out of office reply. This is a standard response to anyone who emails you saying you're not there and will be back on a certain date. At work or school, it's a courtesy that should be used whenever you're not around to answer emails.

  1. Open Outlook and select deposit.
  2. Select Automatic responses under Account settings.
  3. Now select Send automatic replies , set the start/end date and time, create an email or use an organization template, then select Okay.

Now all you have to do is think about turning it off when you get back. It may be helpful to create a calendar entry reminding you to do this when you return. If you're like me, you'll forget and a colleague will remind you, or worse, your boss will yell at you to turn it off!

Using Outlook

It's quite easy to change your reply-to address in Outlook. Whether you're going out of town or just want to set up a generic email response, now you know how to adjust these settings.

Did you manage to change your reply-to address? Share your experiences below.

Audio Video How to change "Reply To" address for email messages in Outlook
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