Out of Office in Outlook: Set Up Automatic Replies

To set an out-of-office message in Microsoft Outlook, open Automatic replies in your account settings, switch it on, write your message, and—if the option is available—choose when it should start and stop. The exact steps depend on whether you use Outlook on the web, new or classic Outlook for Windows, Outlook for Mac, or the mobile app.

What an Outlook out-of-office reply does

Out of office is Outlook’s familiar name for an automatic reply: a message the mail system sends when someone emails you while you are unavailable. You might use it for vacation, medical leave, a conference, a public holiday, or a period when you are checking email only occasionally. It tells the sender when you expect to return and, when useful, who can help in the meantime.

In many work and school accounts, the feature is part of Exchange or Microsoft 365. Outlook.com also offers automatic replies. The setting is associated with the mailbox, so a server-managed reply can continue to go out even when your computer is shut down and Outlook is not open. This is different from some older rules that run only while the Outlook desktop application is running.

An automatic reply is not the same as forwarding, sharing your calendar, or delegating your inbox. It does not normally read or answer the sender’s question, and it does not give a colleague access to your messages. If someone needs to manage your email while you are away, that requires a separate mailbox permission or delegation arrangement.

How automatic replies work

Outlook lets you compose separate messages for people inside and outside your organization when your account and version support that distinction. An internal message can mention a team contact or project handoff. An external message can be more general and avoid exposing internal names, schedules, or processes to people outside the organization.

There may also be controls for the reply period and for which external senders receive a message. Availability and wording vary by account type and Outlook version. Automatic replies are generally not sent anew for every message in a long exchange; mail systems commonly limit repeat replies to the same sender during an absence to avoid endless reply loops. Do not rely on the reply as proof that a message was delivered to, read by, or acted on by you.

Turn on replies in Outlook on the web or new Outlook

Outlook on the web and new Outlook for Windows have similar settings, although Microsoft periodically changes menu labels and layout. These steps are a useful starting point:

Open Outlook and select the Settings gear.
Search settings for Automatic replies, or look under the account or mail settings.
Turn on automatic replies and enter your message. If offered, add separate text for people inside and outside your organization.
To make the reply run only during a planned absence, enable the option to send replies during a time period and enter the start and end dates and times.
Save the changes. If there is an option to block your calendar or decline meetings during the absence, review it separately before enabling it.

Using the settings search is often quicker than following a menu path, especially when the interface has been updated. If you use more than one mailbox, check that you are changing the right account: automatic replies are configured per mailbox, not as a universal setting for every account you have added.

Set up classic Outlook for Windows, Mac, or mobile

In classic Outlook for Windows, open the File tab and choose Automatic Replies if it appears. Select the option to send automatic replies, write the message, and set a date range if desired. Use the controls for inside and outside your organization to choose the appropriate audience, then confirm with OK. In some versions, the command is unavailable for accounts that do not support server-managed automatic replies.

Outlook for Mac has automatic-reply controls too, but the route can vary between builds. Look in the Tools menu or in Outlook’s account settings for Automatic Replies. Select the relevant account, switch on the feature, compose the reply, and set a schedule if the controls are provided. If you cannot find the feature, try Outlook on the web for the same work or school account; your organization may also manage the setting centrally.

In Outlook for iOS or Android, open the app’s settings, select the email account, and look for Automatic Replies. Turn the feature on, enter the message, and configure any available schedule or audience options. Mobile app capabilities can differ from desktop and web, so use the web version if you need a setting that is missing. After changing replies on one device, check the account on another device if you want to confirm the saved status.

Choose a schedule and the right audience

A start and end time make it less likely that a reply will be forgotten after you return. Set the start for the beginning of your actual absence, not simply the time you draft the message. If the interface offers a time zone, check it—particularly when your account, work location, and travel destination use different zones. Without a schedule, remember to turn the feature off yourself when you are available again.

Decide carefully whether external senders should receive a reply. If the setting offers a choice between known contacts and all external senders, the broader option may be useful for customers but can also disclose your absence to unfamiliar addresses. Follow your organization’s policy. You can keep the external version neutral and provide only a role-based contact, such as a shared support address, rather than a colleague’s personal details.

Some versions offer additional calendar actions, such as declining or canceling meetings during the selected period. These are separate effects from sending email replies. Read the wording before turning them on: declining meetings may affect invitations that arrive while you are away, and calendar behavior can depend on the options selected.

Write a useful out-of-office message

A good message answers the sender’s practical questions without sharing unnecessary information. Include the dates you are unavailable, whether you will check email, and a suitable alternative contact or shared mailbox if one exists. Keep the internal and external versions distinct when needed. Avoid promising that you will respond immediately on your return if your inbox may be busy.

For example, an internal message could say: I am away from November 10 through November 14 and will have limited access to email. For urgent scheduling questions, contact the operations team at the shared team address. I will reply when I return. An external version might say: Thank you for your message. I am away until November 17 and will respond after I return. For immediate support, please contact the support address listed on our website. Replace the sample dates and contacts with accurate details, and do not include confidential travel or personal information.

Before saving, check spelling, dates, contact addresses, and whether the message makes sense to someone who does not know your internal shorthand. If you include a backup person, confirm that they have agreed to handle the requests and that sharing their contact details is appropriate.

Common problems and how to fix them

The Automatic Replies button is missing: The selected account may not support Outlook’s built-in feature, or the command may be elsewhere in your version. Check the account type and try Outlook on the web. A work administrator may also control the setting.
Replies stop when Outlook closes: This can happen with a rule-based workaround or a mail system that relies on the desktop client. Exchange, Microsoft 365, and Outlook.com automatic replies are generally managed by the service, but behavior depends on the account. Ask your email administrator if you are unsure.
The reply did not go to a sender: Check that automatic replies are on, the current time falls within the schedule, and the sender is included in the selected audience. Repeat-reply limits may also mean the same person does not receive a new reply for every email.
It is still sending after you return: Turn the setting off, or correct the end date and time. Check the mailbox itself rather than assuming that closing the app disables a server-managed reply.
Only one of several accounts is replying: Open settings for each mailbox you use. A reply configured for a work account does not automatically apply to a personal Outlook.com account or another connected mailbox.

If settings appear correct but the behavior remains unexpected, test with an address you control, allowing for any repeat-reply limits, and check both the sender’s inbox and junk folder. For a company account, contact IT rather than creating multiple overlapping rules; administrators can confirm whether a policy or mail-flow setting affects automatic replies.

Privacy and good email etiquette

An out-of-office message is sent to people who email you, so treat it as information that may reach unintended recipients. Avoid stating that your home will be empty, describing detailed travel plans, or listing private phone numbers. For external replies, a general return date and an official contact route are usually enough. If your organization has a standard template or security policy, use it.

Keep the message concise and factual. Do not use it to send promotional material or to reveal sensitive project information. If you are only intermittently available, say that plainly instead of implying that someone else has taken over your inbox. A backup contact should be able to help with the specific issue you refer to, and the sender should know whether to email that person or a shared team address.

Frequently Asked Questions

Is out of office the same as automatic replies in Outlook?
Yes. Out of office is the common name for Outlook’s automatic-reply feature. It sends a prepared message to people who email you during the period when the feature is enabled.

Will Outlook send automatic replies if my computer is off?
Usually, yes, when the feature is supported and managed by the mail service, as with many Exchange, Microsoft 365, and Outlook.com accounts. A desktop rule that depends on Outlook running may behave differently.

Can I set an out-of-office reply for only certain dates?
Many Outlook versions let you specify a start and end time. Turn on the time-period option and check the dates, times, and time zone before saving. If your version has no schedule, you may need to turn replies off manually.

Can I send different replies to coworkers and external contacts?
Some work and school accounts provide separate messages for people inside and outside the organization. The available audience controls depend on your account and administrator settings. If there is no separate external message, keep the single reply appropriate for all recipients.

Why can’t I find Automatic Replies in Outlook?
The option may be in a different menu, or your account may not support the built-in feature. Search Settings, check the selected mailbox, and try Outlook on the web. If it is a managed work account, your IT team can explain whether the feature is restricted.

Sources: general know-how. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.