How to Set an Out of Office in Outlook

To set an out-of-office email in Outlook, open Automatic replies, turn them on, write your message, and—if available—choose when replies should start and stop. You can also set a separate message for people outside your organization. Before you begin, check which Outlook version and email account you use, because the menu and available options depend on both.

What You’ll Need

Access to the mailbox: Sign in to the Outlook account that should send the reply. If you have more than one account connected, check the account name before changing settings.
An account that supports automatic replies: Microsoft 365 work or school accounts, Exchange accounts, and Outlook.com accounts generally offer a built-in Automatic replies setting. Some POP and IMAP accounts do not.
Your dates and message text: Decide when the reply should begin and end, and prepare a short note explaining your availability and what senders should do in the meantime.

Step-by-Step

Open the mailbox in the version of Outlook you use. On Windows, Outlook for Microsoft 365 may be the new Outlook or classic Outlook. The new Outlook has a simplified interface and a Settings gear; classic Outlook has a File tab on the ribbon. You can also set replies in Outlook on the web by signing in through your organization’s Microsoft 365 portal or Outlook.com. On a Mac, open Outlook and identify whether you have the newer interface or classic Outlook.
Find Automatic replies. In new Outlook for Windows or Outlook on the web, select the Settings gear, then go to Accounts > Automatic replies. If the labels differ in your build, use the search box in Settings and search for “Automatic replies.” In classic Outlook for Windows, select File > Automatic Replies. In classic Outlook for Mac, open Tools > Automatic Replies. Some newer Mac builds place the setting under Outlook > Settings or the account settings, so search Settings for Automatic replies if you do not see it under Tools.
Turn on automatic replies. Select the option to turn on automatic replies or send automatic replies. In classic Windows Outlook, choose Send automatic replies. If you have multiple mailboxes, confirm that the selected account is the one for which you want to send the message. Do not close the settings until you have saved or applied your changes.
Set a start and end time if the option is available. Turn on the setting to send replies only during a specified time period, then choose the start date and time and the end date and time. Pick the time zone and hours carefully, especially if you are travelling or your colleagues are in another time zone. A scheduled reply normally turns off at the end of the range, so you do not have to remember to disable it after you return. If you leave the schedule option off, automatic replies may continue until you switch them off yourself.
Write the message for people in your organization. In the internal message box or the inside-organization tab, state when you are away and when you expect to respond. If appropriate, name a colleague or team that can help with urgent matters, and provide a suitable way to contact them. Keep the wording factual and avoid sharing sensitive details, such as travel plans, personal phone numbers, or confidential project information. For example: “I’m away from November 10 through November 14 and will reply when I return on November 17. For urgent account questions, contact Jordan Lee at the support desk.”
Decide whether to reply to people outside your organization. If the setting is available, enable replies to external senders and select the audience. Some versions let you reply only to people in your contacts; others offer a choice that includes anyone outside the organization. Choose contacts only if you want to limit disclosure. External messages are often forwarded or sent from unfamiliar addresses, so use a more general message and do not include internal escalation details. If you do not want outsiders to receive a reply, leave external replies turned off.
Write or review the external message separately. When Outlook provides a separate external message box, write a version suitable for customers, suppliers, or other contacts. You can include your return date and a public contact route, but leave out internal names, team procedures, and private information. If the app offers a choice between separate internal and external messages, make sure each box contains the intended text rather than assuming one message automatically applies to both audiences.
Save the setting and verify it. In new Outlook or Outlook on the web, select Save if the panel asks you to confirm changes; some settings may save as you make them. In classic Outlook, select OK to close the Automatic Replies window. Reopen the setting to check that the schedule and messages were retained. If you need to confirm delivery, ask a colleague or a trusted contact outside your organization to send a brief test message; do not test by repeatedly emailing yourself, since Outlook may not send a reply to the same sender over and over.
Turn replies off when your plans change. If you return early or cancel the absence, reopen Automatic replies and switch them off, or update the end time. If you did not set a schedule, disabling the feature is especially important. A calendar event marked Out of Office does not necessarily turn on email replies; check the Automatic replies setting separately.

Common Mistakes

Setting the wrong mailbox: Outlook can display several accounts at once. A reply configured for one account will not necessarily apply to another. Check the account name before switching the feature on.
Forgetting the end date: Without a time range, replies can remain active after you are back. If you cannot set an end time, add a reminder to turn them off on your return date.
Assuming a calendar status sends email: Marking yourself Out of Office on the calendar tells colleagues about your availability, but it is not the same as enabling Automatic replies.
Sending an overly detailed external message: Avoid explaining why you are away or disclosing private contact information. A brief return date and an approved alternative contact are usually enough.
Expecting a new reply for every message: Outlook may send only one automatic reply to a sender while the feature is active, rather than responding to every email in a long thread. This helps prevent repetitive messages.
Leaving a rule-based reply running indefinitely: A workaround for an unsupported account may depend on Outlook staying open and can behave differently from the built-in feature. Review and remove the rule when you return.

Tips

Keep it concise. A useful message answers three questions: Are you available? When will you respond? What should the sender do if the matter cannot wait?
Use a clear date rather than “next week.” Exact dates are easier to understand across time zones and remain clear if someone reads the message later.
Offer a practical alternative. For a work mailbox, name an approved team address or colleague for urgent requests. Confirm that the person is available before directing senders to them.
Use different messages for different audiences. Coworkers may need an internal handoff, while customers may need a service desk address. Keep any external version appropriate for people you do not know.
Check the time zone before scheduling. Outlook may use the mailbox or device’s time zone. If you are setting the schedule while travelling, verify the displayed start and end times rather than assuming they match your home location.
Coordinate shared mailboxes. If the reply is for a team mailbox, check with the other mailbox users first. One person’s setting can affect messages sent to the shared address, and another person may already have configured a response.

Troubleshooting

Automatic replies is missing or unavailable. First confirm that you opened the correct account and are signed in to the mailbox rather than viewing a connected account that does not support the feature. Built-in automatic replies are typically available for Exchange, Microsoft 365 work or school, and Outlook.com mailboxes. If you use a POP or IMAP account, contact your email provider or administrator to ask whether server-side vacation replies are available. In classic Outlook for Windows, an account without Exchange automatic replies may require a rule-based workaround, but that is not the same as a server-side reply.

The message is not being sent. Reopen the setting and verify that replies are enabled, the start time has arrived, and the end time has not passed. Check that you edited the mailbox receiving the message, not a different account. If external senders are not receiving replies, confirm that external replies are enabled and that the selected audience includes them. Ask your Microsoft 365 administrator whether organization policies restrict automatic replies to external addresses.

The reply keeps going after you return. Check the scheduled end date and time, including the time zone. If no schedule was set, open Automatic replies and turn the feature off manually. If you created an Outlook rule instead, disable or delete that rule as well; switching off the built-in feature will not necessarily stop a separate rule.

You cannot find the menu or save the message. Update Outlook if your organization allows updates, then search Settings for “Automatic replies.” You can also try Outlook on the web, where mailbox settings are often available even when the desktop layout differs. If the setting is controlled by an administrator or the mailbox is shared, ask your IT team to confirm your permissions and the organization’s policy.

Frequently Asked Questions

Will Outlook send an automatic reply to every email?
Usually not. Outlook generally avoids sending repeated replies to the same sender during one automatic-reply period. The exact behavior can depend on the account and service, so do not rely on it to acknowledge every individual message.

Can I set an out-of-office reply from my phone?
Yes, if the Outlook mobile app and your mailbox expose the setting. Open the app’s account settings and look for Automatic replies. Menu names can change between app versions; if the option is missing, use Outlook on the web or a desktop version instead.

Can I have different messages for coworkers and external contacts?
Yes, many Microsoft 365 and Exchange setups provide separate internal and external message boxes. Enable external replies and enter the appropriate text in each box. If your version has only one message field, assume that message may be sent to both audiences and write it accordingly.

Does the automatic reply work when my computer is off?
For supported Exchange, Microsoft 365, and Outlook.com mailboxes, automatic replies are generally handled by the mail service, so Outlook does not need to remain open. A rule-based workaround for some POP or IMAP accounts may require classic Outlook to be running and connected.

Can I turn on automatic replies without setting a schedule?
Yes. Switch on the replies and leave the scheduled-period option off if your version provides one. Remember to switch the feature off manually when you return, or the message may continue sending until you do.

Is an out-of-office calendar event enough?
No. A calendar event marks your availability for people checking your calendar, but it may not send an email response to incoming messages. Set the calendar status and Automatic replies separately if you need both.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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