Setting an out-of-office message in Outlook, officially known as "Automatic Replies," is essential for managing professional communication when you're away. This guide provides clear, step-by-step instructions for setting up your message on the Outlook desktop app, the web version, and the mobile app. It ensures that colleagues and external contacts know you're unavailable, when you'll return, and who to contact in an emergency. Following these steps helps manage expectations and maintains a professional image even when you are not working.

Fast Answer

  • In Desktop Outlook: Go to File > Automatic Replies (Out of Office).
  • On Outlook Web: Click Settings (gear icon) > View all Outlook settings > Mail > Automatic replies.
  • Action: Turn on replies, set a start and end time, and write separate messages for people inside and outside your organisation.
5 Minutes Time needed
Beginner Difficulty
Forgetting to turn it off Watch out for

Before You Start

  • Access to your Outlook account: You'll need your login details for your Microsoft 365, Exchange, or Outlook.com account.
  • Your planned message: Have a clear idea of what you want your message to say, including your return date.
  • Alternative contact details: Identify a colleague who can handle urgent matters and get their permission to be named in your message.
  • Company policy check: Some organisations have specific guidelines for out-of-office messages. It's wise to check if any exist.
Check first: The Automatic Replies feature is only available for Microsoft Exchange accounts (most work and school accounts). If you use Outlook with a POP or IMAP account like a personal Gmail, you will need to use a different method involving Rules, which we cover in the "Common Problems" section.

Step-by-Step Instructions

Method 1: Using the Outlook Desktop App (Windows & Mac)

This is the most common method for users in a corporate environment. The interface is straightforward and offers full control over your message.

  1. Open the Outlook application on your computer.
  2. In the top-left corner, click on the File tab. This will open the Account Information screen.
  3. Look for a large button labelled Automatic Replies (Out of Office) and click it. If you don't see this button, refer to the "Common Problems" section below.
  4. In the new window that appears, select the option Send automatic replies.
  5. To ensure the message doesn't run forever, tick the box for Only send during this time range. Select your Start time and End time using the dropdown calendars and clocks. This is the most reliable way to manage your out-of-office, as Outlook will automatically stop sending replies when you return.
  6. You will see two tabs: Inside My Organisation and Outside My Organisation. It is crucial to configure both. Start with the "Inside My Organisation" tab. Type the message you want your direct colleagues to see. This can be more informal and might include specific project handover details.
  7. Now, click the Outside My Organisation tab. First, tick the box for Auto-reply to people outside my organisation. Next, write your message in the text box. This message should be more formal and general. Avoid giving out sensitive internal information. You can also choose whether to send it to My Contacts only or to Anyone outside my organisation. For most cases, "Anyone" is appropriate, but "My Contacts only" can reduce replies to newsletters and spam.
  8. Once you have crafted both messages and set your time range, click OK at the bottom of the window to save and activate your settings. Outlook will now display a prominent yellow bar reminding you that automatic replies are turned on.
Tip: Schedule your out-of-office reply a day or two in advance. You can set the start date for your first day away, and it won't activate until then. This prevents you from forgetting to do it during your last-minute rush before leaving.

Method 2: Using Outlook on the Web (outlook.com / Microsoft 365 Portal)

If you don't have access to your desktop computer, you can set your out-of-office reply from any web browser. The process is just as simple and effective.

  1. Open your web browser and navigate to outlook.office.com or outlook.live.com. Log in with your email address and password.
  2. In the top-right corner of the page, click the Settings icon, which looks like a small gear or cog.
  3. A quick settings panel will appear. At the very bottom of this panel, click the link that says View all Outlook settings.
  4. A new settings window will open. In the left-hand menu, ensure you are on the Mail section, and then click on Automatic replies.
  5. Click the toggle button to turn on automatic replies. If it's your first time, it may be off by default.
  6. Just like the desktop app, tick the box for Send replies only during a time period and set your desired start and end dates and times.
  7. Below the time settings, you will find text boxes to compose your message. The first box is for people inside your organisation. You will also see some additional options here, such as blocking your calendar for the period and automatically declining new invitations. These are very useful for managing your schedule while you're away.
  8. Tick the box for Send replies outside your organisation and compose your external message in the second text box.
  9. After reviewing all your settings, click the Save button at the top of the window. Your out-of-office reply is now active according to the schedule you set.

Method 3: Using the Outlook Mobile App (iOS & Android)

For setting your message on the go, the Outlook mobile app is the perfect tool. The steps are nearly identical for both iPhone and Android devices.

  1. Open the Outlook app on your smartphone or tablet.
  2. Tap on your profile picture or initial in the top-left corner of the screen. This will open the main menu.
  3. In the bottom-left of this menu, tap the Settings icon (the gear or cog).
  4. Under the "Email Accounts" section, tap on the account for which you want to set the out-of-office reply.
  5. On the account settings screen, tap on Automatic Replies.
  6. Tap the toggle switch to turn Automatic Replies on. The screen will expand with more options.
  7. You can now set your message. The mobile app gives you the option to use the same message for everyone or to set different messages for those inside and outside your organisation. Tap Use different messages for better control.
  8. Compose your internal and external messages in the provided text boxes.
  9. Once you are finished, tap the tick or checkmark icon in the top-right corner to save your settings. Your automatic reply is now set and will activate as scheduled (if you're using an Exchange account that supports time ranges on mobile).

Step-by-Step Instructions

Test the result

Verify the outcome against the original goal and fix any warning signs before treating the task as complete.

Tip: Keep the step simple and verify the result before continuing.

Document what changed

Save the final settings, decisions, or checks so the same process is easier to repeat later.

Tip: Keep the step simple and verify the result before continuing.

Quick Reference

Situation Use this Why
Standard holiday or leave Automatic Replies with a time range It's fully automated. It turns itself on and off, so you don't have to remember.
Need different replies for specific people Outlook Rules (Advanced) Provides granular control over who gets a reply and what the message says.
Using Gmail/IMAP account in Outlook Outlook Rules + Email Template This is the only method to create an "out of office" style reply for non-Exchange accounts.
Quick setup away from your desk Outlook Mobile App The fastest and most convenient way to enable or disable replies when not at your main computer.

Common Problems When You Set Out Of Office In Outlook

Even though the process is simple, a few common issues can arise. Here’s how to troubleshoot them.

Problem: The "Automatic Replies" button is missing in my desktop Outlook.

Cause: This almost always means you are not using a Microsoft Exchange account. Personal email accounts (like a standard Gmail, Yahoo, or ISP email) set up using POP or IMAP protocols do not have server-side support for automatic replies. The button simply doesn't exist for them.

Solution: You can create a workaround using Outlook's "Rules" feature. You'll need to create an email template and a rule that replies to incoming messages with that template. Be aware: for this rule to work, your computer must be on and Outlook must be running. It's not a server-side solution.

  1. First, create the message template. Go to New Email, type your out-of-office message, then go to File > Save As. Choose Outlook Template (*.oft) from the "Save as type" dropdown and give it a name like "OOF_Template".
  2. Next, set up the rule. Go to File > Manage Rules & Alerts > New Rule.
  3. Choose Apply rule on messages I receive and click Next.
  4. On the conditions screen, you can specify criteria (e.g., "sent only to me"), or just click Next to apply it to all incoming emails. Acknowledge the warning.
  5. On the actions screen, tick the box that says reply using a specific template. Click the underlined "a specific template" link, change "Look In:" to User Templates in File System, and select the `.oft` file you just saved. Click Next and finish the wizard.

Problem: My out-of-office message is still sending after my return.

Cause: You likely forgot to set an end date when you configured the automatic reply. Without an end date, it will continue to send replies until you manually turn it off.

Solution: Simply go back into the Automatic Replies settings (File > Automatic Replies) and select the option Do not send automatic replies. Click OK to save. Outlook’s prominent yellow warning bar is designed to help you remember to do this.

Problem: External contacts say they are not receiving my reply.

Cause: This is usually due to a misconfiguration on the "Outside My Organisation" tab.

Solution: Re-open the Automatic Replies settings. Click the Outside My Organisation tab. Make sure the main checkbox, Auto-reply to people outside my organisation, is ticked. If it's unticked, no external replies will be sent, regardless of what message you've written. Also, double-check if you've selected "My Contacts only" when you intended to reply to everyone.

Advanced Tips for Out Of Office In Outlook

Once you've mastered the basics, you can use these advanced features to further improve your out-of-office setup.

Crafting the Perfect Message

An effective out-of-office message is clear, concise, and professional. It should manage expectations without oversharing.

  • Be Specific About Dates: Don't just say "I am out of the office." State the exact date of your return. For example: "I will be out of the office starting Monday, 10th June, and will return on Tuesday, 18th June."
  • Manage Expectations: Let people know what to expect upon your return. A good phrase is, "I will respond to your message as soon as possible upon my return." This prevents people from expecting an immediate reply on your first day back.
  • Provide a Clear Alternative: Always get permission from a colleague before listing them as a contact. Instead of giving out their direct email, you could direct people to a shared or team email address if one exists. For example: "For urgent matters, please contact my colleague, Jane Doe, at [Email Address], or for general sales enquiries, please email sales@ourcompany.com."
  • What to Avoid: Never include overly personal details about your absence. There's no need to say you're on a beach holiday or dealing with a personal matter. Also, avoid promising to check emails periodically, as this creates an expectation that you are still available.

Use Rules for Specific Scenarios

Sometimes, a single out-of-office message isn't enough. You might want to send a different reply to your boss or a key client. You can do this by combining Automatic Replies with Outlook Rules.

Go to File > Automatic Replies and click the Rules... button in the bottom-left corner. From here, you can add rules that trigger specific actions for emails that arrive while your out-of-office is active. For example, you could set a rule to forward emails from a specific person to your colleague, or to reply with a different, more detailed message template to emails with a certain word in the subject line.

Manage Your Calendar Automatically

When setting your automatic reply in Outlook on the Web, you have powerful calendar management options. Ticking Block my calendar for this period will create an "Out of Office" event for your entire absence, making your unavailability clear to colleagues trying to schedule meetings. You can also choose to Automatically decline new invitations for events that occur during this time and Decline and cancel my meetings during this period. Using these options provides a complete and professional management of your time away.

How To Set Out Of Office In Outlook FAQ

How often will a person receive my automatic reply?

Outlook is smart enough to only send one automatic reply to each unique sender. Even if someone emails you ten times while you're away, they will only receive your out-of-office message once. This prevents your reply from spamming their inbox. The system resets once you turn your automatic replies off and on again.

Does my computer need to be on for the automatic reply to work?

No, not if you are using a Microsoft 365 or Exchange account. The setting is stored on the email server. Once you set it up from any device (desktop, web, or mobile), the server handles sending the replies 24/7, regardless of whether your computer is on or off. The only exception is the rule-based method for POP/IMAP accounts, which does require Outlook to be running.

Can I set an out-of-office message for a shared mailbox?

Yes, provided you have the necessary permissions for that mailbox. The easiest way is through Outlook on the Web. Click your profile icon in the top right, select Open another mailbox, and type in the name of the shared mailbox. This will open it in a new tab. From there, you can navigate to Settings > View all Outlook settings > Mail > Automatic replies just as you would for your own account.

Can I see the out-of-office messages of my colleagues?

Yes, Outlook integrates this information. When you compose a new email and add a colleague from your organisation to the "To" field, their out-of-office message will appear as a "MailTip" right above the message body. This is a helpful way to know someone is away before you even send your email.

Final Checklist for Setting Out Of Office In Outlook

  • Correct Dates and Times: Double-check that your start and end times are accurate, paying special attention to AM/PM.
  • Proofread Both Messages: Read through your internal and external messages to catch any spelling or grammatical errors.
  • External Reply Enabled: Confirm you have ticked the box to send replies to people outside your organisation.
  • Alternative Contact Confirmed: Ensure the colleague you named as a backup has agreed to it.
  • Settings Saved: Click "OK" or "Save" to make sure your settings are active. Look for the confirmation bar in the Outlook app.
  • Manual Turn-Off Plan (If Needed): If you didn't set an end date, make a calendar reminder for your return to manually turn off the replies.