Out of Office in Outlook 365: Set It Up on Any Device

To set an out-of-office message in Outlook 365, open Automatic replies, turn them on, write your message, and—if you want—schedule when they start and stop. The exact menu depends on whether you use classic Outlook for Windows, new Outlook, Outlook on the web, or Outlook for Mac. You’ll need an account that supports automatic replies, usually a Microsoft 365 work or school account connected to Exchange.

What You’ll Need

Access to the Outlook mailbox you want to update. If you have more than one account, check that you are changing the correct one.
A Microsoft 365 work or school account, or another Exchange account. Personal Outlook.com accounts also offer automatic replies, though the settings can look different.
Your away dates and a brief message. If you want different replies for colleagues and external senders, prepare both versions.
A web browser or an Outlook app signed in to the mailbox. If the Automatic Replies control is missing in the desktop app, try Outlook on the web or check with your administrator.

Step-by-Step

Open the right Outlook mailbox. In a browser, go to Outlook on the web through your organization’s Microsoft 365 sign-in page, or open Outlook at outlook.office.com and sign in. In the Windows app, check whether you are using new Outlook or classic Outlook: new Outlook has a modern interface and a Settings gear, while classic Outlook has a File tab in the ribbon. If Outlook shows several accounts, confirm which mailbox should send the reply before changing anything.
Open Automatic replies.
- New Outlook for Windows or Outlook on the web: Select the Settings gear. Open Accounts > Automatic replies. Depending on the version of the web interface, you may find the option under Mail > Automatic replies instead. If Settings has a search box, search for “automatic replies.”
- Classic Outlook for Windows: Select File > Automatic Replies. If the button is not present, the account may not support Exchange automatic replies; see Troubleshooting below.
- Outlook for Mac: In new Outlook, open Outlook > Settings > Accounts, select the relevant account, then look for Automatic Replies. In classic Outlook for Mac, use Tools > Automatic Replies. Menu names can vary slightly by release; Outlook on the web is a useful alternative if the setting is not available in the app.
Turn on the replies. Switch on Automatic replies or select Send automatic replies. In classic Outlook for Windows, this is a choice in the Automatic Replies dialog. Do not close the dialog without selecting the option to send replies; entering text alone may not activate the feature.
Choose whether to set a schedule. If you want the message to start and end automatically, select the option such as Send replies only during a time period or Only send during this time range. Enter the start and end dates and times. Check the time zone associated with your mailbox, especially if you are travelling or your organization uses a different time zone. If you leave the schedule option off, automatic replies generally remain enabled until you turn them off yourself.
Write the message for people in your organization. Enter a concise reply in the internal or organization-only message area. State when you are away, when you expect to return, and what the sender should do if the matter cannot wait. For example: “I’m away from October 12 through October 18 and will reply when I return. For urgent account support, contact the Service Desk.” Avoid including confidential details, personal travel plans, or information that should not be shared with everyone who can email you.
Decide whether to reply to external senders. If the setting is available and appropriate for your workplace, enable replies outside your organization and write a separate external message. Some versions let you send to all external senders or only people in your contacts. Choose the narrower option if you do not want to confirm your absence to unknown senders. Your organization may disable external replies or apply its own policy, so follow any workplace guidance.
Save, close, and check the setting. Select Save or OK, depending on the app. In classic Outlook, close the Automatic Replies dialog with OK after entering your choices. Reopen the settings or revisit them in Outlook on the web to confirm the reply is enabled and the dates are correct. If you scheduled a future start, the message may not appear active yet; verify that the scheduled period is shown.

When the mailbox is hosted on Exchange or Microsoft 365, the setting is generally stored with the mailbox, so it applies when mail arrives even if Outlook is closed. You do not normally need to leave your computer running. If you use an account that lacks server-side automatic replies, a desktop rule may behave differently and could require Outlook to remain open; check the account-specific guidance before relying on it.

Common Mistakes

Forgetting to enable the feature: Typing a message does not always switch on automatic replies. Confirm that the main toggle or “send automatic replies” option is selected.
Using the wrong mailbox: Settings are per account. If you have a personal mailbox and a work mailbox open together, a reply configured for one will not automatically cover the other.
Setting an incorrect end date or time: A date can be right while the time or time zone is wrong. Review both ends of the schedule, including whether the end time is before or after your return.
Assuming internal and external messages are the same: Outlook may provide separate message boxes and a separate control for external replies. Check both if you intend to answer both groups.
Leaving the reply on after returning: Without an end time, you may continue telling people you are away. Set a schedule in advance or add a reminder to switch the feature off when you return.
Sharing too much: Avoid revealing sensitive information, naming a specific substitute without permission, or giving strangers details about your absence. A short alternative contact is usually enough.

Tips

Keep the reply useful and brief. Include the dates you are unavailable, whether you will check messages, and a suitable next step for urgent requests. You do not need to explain why you are away.
Use a specific return expectation. “I’ll respond after October 18” is clearer than “I’ll get back to you soon.” If you expect a backlog, say that replies may take longer than usual after you return.
Provide an alternative only when it is appropriate. Confirm that the person or team can handle the work before directing senders to them. For external messages, a general team address may be safer than an individual’s details.
Set it up before you leave. Scheduling in advance gives you a chance to check the wording and times. If your plans change, update the schedule in the same mailbox settings.
Remember that automatic replies are not a forwarding rule. They notify senders; they do not automatically send every incoming message to a colleague. If messages must be monitored by another person, arrange access or forwarding separately under your organization’s policies.
Test carefully. If you send yourself a test, Outlook may not send repeated automatic replies to the same sender during the active period. A message from another account can help check the external response, but avoid testing with sensitive content.

Troubleshooting

I can’t find Automatic Replies. First confirm you are signed in to the mailbox you mean to update. In new Outlook or the web app, search Settings for “automatic replies” and check both Accounts and Mail. In classic Outlook for Windows, look under File. If the option is absent, your account may be POP or IMAP rather than Exchange, or your administrator may have restricted the feature. Try Outlook on the web; if it is still unavailable, ask your IT administrator which method your account supports.

The setting is on, but no reply arrives. Check that the schedule has started, that its end time has not passed, and that you changed the right mailbox. Ask the sender to check their spam or junk folder, and remember that systems commonly limit repeated automatic replies to the same person. Some organizations also restrict replies to external senders. An automatic reply is not guaranteed for messages identified as junk or blocked by policy.

The reply goes out at the wrong time. Reopen Automatic Replies and review the start and end times, dates, and mailbox time zone. If you recently travelled or changed regional settings, verify which time zone Outlook is using rather than assuming it follows your computer’s current location. Correct the schedule and save it again.

Only internal senders receive a reply. Return to the external-reply controls and confirm that replies outside your organization are enabled, if your organization permits them. Check whether the setting is limited to contacts. If the control is unavailable or external replies remain blocked, contact your administrator rather than trying to bypass the organization’s policy.

Outlook says the account does not support automatic replies. Automatic Replies is a server feature for supported Exchange accounts. A POP or IMAP account may require a rule and a saved reply template in classic Outlook, and such a rule may only run while Outlook is open. Do not assume a rule will work when your computer is off. Ask your email provider or administrator for the supported option, and test it before you rely on it.

Frequently Asked Questions

Will my out-of-office message send if Outlook is closed?
For a Microsoft 365 or Exchange mailbox using Automatic Replies, yes: the response is handled by the mail service, so the Outlook app and your computer generally do not need to stay open. A rule-based workaround for some POP or IMAP accounts may depend on Outlook running.

Can I set different replies for coworkers and people outside my organization?
Yes, if your account and organization allow it. Use the internal message area for colleagues and enable external replies to enter a separate message for outside senders. Some organizations turn off external replies or limit them to contacts.

Does Outlook send an automatic reply for every email from the same person?
Usually not. Outlook commonly sends one automatic reply to a sender during the active period rather than responding to every message in a continuing exchange. This helps prevent repeated messages and reply loops.

How do I turn off an out-of-office message early?
Open the same Automatic Replies settings for the mailbox and switch off automatic replies, then save. If you set an end time, Outlook should stop replying when that time arrives, but turn it off manually if your return date changes.

Can I set an out-of-office message from my phone?
Often, yes. In the Outlook mobile app, open the menu, select the relevant account’s Settings, and look for Automatic Replies. The exact labels vary by app version and account type. If the setting is missing, use Outlook on the web in a browser or ask your administrator for help.

Does an automatic reply forward my email to someone else?
No. It sends a notice back to the sender; it does not transfer or forward the original message. Set up forwarding or delegate mailbox access separately if that is needed and permitted by your organization.

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

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