Outlook: Reply With a Template in Rules

What and Why

Users of new Outlook for Windows and Outlook on the web will be able to create inbox rules that automatically reply to incoming messages using a saved template. This helps users reduce repetitive work while providing faster, more consistent responses. This change supports personal and team productivity by automating routine email responses.

This message is associated with Microsoft 365 Roadmap ID 567318.

Rollout Schedule

Targeted Release (Worldwide): We will begin rolling out in mid-October 2026 and expect to complete by early November 2026.

General Availability (Worldwide): We will begin rolling out in early December 2026 and expect to complete by late December 2026.

Impact on Your Organization

Who is affected: Users of new Outlook for Windows and Outlook on the web who use inbox rules and want to automatically reply to incoming messages using saved templates.

Platforms/Services:

• New Outlook for Windows and Outlook on the web
• Outlook inbox rules

What will happen:

• Users can create an inbox rule with conditions for incoming messages.
• Users can select a saved template as the automatic reply.
• When an incoming message meets the rule conditions, Outlook automatically sends the configured template response.
• This provides users with a way to automate repetitive, consistent responses.
• The capability will roll out automatically during the scheduled rollout window.

Action Required/Recommendations

No admin action is required before rollout.

• Inform your help desk about this new inbox-rule capability.
• Update internal Outlook guidance if your organization documents inbox rules or automated responses.
• Consider whether your organization has policies or guidance governing automated email responses.
• Review Microsoft Outlook documentation as it is updated for this capability.

Compliance considerations

No compliance considerations identified. Review as appropriate for your organization.