How to Set an Out of Office in Outlook on Any Device

To set an out-of-office message in Outlook, open Automatic Replies, turn on automatic replies, write your message, and—if you know your return date—set a start and end time. The exact menu depends on which Outlook app you use. These replies let people know you are away and when they can expect to hear back; you can also send a separate message to people outside your organization.

What You’ll Need

An Outlook account that supports automatic replies. This feature is generally available for Microsoft 365 work or school accounts and Exchange accounts. A personal Outlook.com account may also offer it through Outlook on the web. If your account is set up as IMAP or POP, the automatic-reply option may not be available in Outlook; check with your email provider for a vacation-reply setting.
Your approximate dates away and, if useful, the name or contact details of someone who can help while you are gone.
A brief message that does not reveal sensitive information. You can set up the reply before your time off begins.

Step-by-Step

Open the mailbox you want to update. If Outlook has more than one account, check which account is selected before changing anything. Automatic replies are set separately for each mailbox, so setting a message on one account will not necessarily cover another one.
Open Automatic Replies in your version of Outlook. In classic Outlook for Windows, select File > Automatic Replies. In new Outlook for Windows, select the gear-shaped Settings button, then Accounts > Automatic replies. In Outlook on the web, select Settings > Accounts > Automatic replies; if your layout differs, use the Settings search box and search for Automatic replies. In Outlook for Mac, open Tools > Automatic Replies. In the Outlook mobile app, open Settings, select the relevant account, and look for Automatic Replies. Menu labels can vary slightly by app version.
Turn on the automatic reply. In classic Outlook for Windows, choose Send automatic replies. In the newer settings pages, switch on Automatic replies or the equivalent control. If you only want the message to run during a particular absence, enable the option to send replies during a time period. If you do not set a schedule, remember that the reply may stay on until you turn it off yourself.
Choose the start and end time, if available. Select the first date and time you want the message sent and the time it should stop. Check the time zone shown by Outlook, especially if you are travelling or setting the message from a different location. Setting an end time is useful because it can switch off the reply automatically when you return. If the dates are uncertain, choose a realistic end date and update it later rather than leaving the message enabled indefinitely.
Write the message for people inside your organization. In classic Outlook, enter it on the Inside My Organization tab. In other versions, enter it in the main reply box or the corresponding internal-message field. Keep it clear: say that you are away, give your expected return date if known, and name an alternative contact only if that person has agreed to be listed. For example: I am away until Monday, 12 October. For urgent account questions, contact Jordan Lee at the service desk. You do not need to include a detailed explanation of your absence.
Decide whether to reply to people outside your organization. If the setting is available, enable replies to external senders and choose whether to send them to all external senders or only people in your contacts. Add a separate external message if your organization permits it. External replies can reach customers, mailing lists, and unexpected senders, so do not include internal procedures, confidential details, or personal travel plans. If you do not need to notify external senders, leave this option off.
Save or apply the settings. In classic Outlook, select OK after entering the messages and schedule. In new Outlook or Outlook on the web, select Save if prompted, or close the settings panel after confirming the changes have been saved. In Outlook for Mac or mobile, follow the app’s save or completion prompt. Do not assume that merely typing the message has enabled it; check that the automatic-reply control is on.
Check the setup and switch it off when you return. Reopen the setting to confirm the correct mailbox, dates, and message. If the schedule is active, the message should begin and end at the times you selected. If you chose no end time, turn off automatic replies when you are back. You can edit the text or extend the schedule at any time by returning to the same settings.

Outlook generally sends an automatic reply once to each sender during the active period, rather than replying to every message in a long conversation. That helps prevent an endless reply loop. It also means a sender may not receive a fresh notice for every email they send while you are away.

Common Mistakes

Setting the reply on the wrong account. Outlook can display several mailboxes at once. Confirm the account name in settings before saving, and repeat the setup for any other mailbox that needs its own message.
Forgetting the schedule or leaving the reply on. An unscheduled reply can continue after you return. Use a start and end time when possible, or add a calendar reminder to disable it manually.
Choosing the wrong dates or time zone. A start time in the past may make the reply active immediately, and an end time in the wrong zone can leave it running longer or shorter than intended. Review both dates and the displayed time zone before saving.
Assuming external replies are included. Internal and external messages may have separate controls and message fields. Check the external setting explicitly if customers or other outside contacts need a notice.
Putting too much information in the message. Avoid sharing account passwords, confidential work details, precise travel plans, or personal contact information that you do not want forwarded. An automatic reply can reach people beyond the intended audience.
Expecting a reply for every email. Automatic replies are not a delivery receipt and do not guarantee that a person has read your message. Outlook may send only one reply to the same sender during the active period.

Tips

Keep it short and useful. A good reply answers three questions: Are you available? When are you expected back? Who should the sender contact for something urgent? If there is no alternate contact, simply say that you will respond when you return.
Use a different internal and external message. Coworkers may need a team or project contact, while an external sender usually needs a general service address. Separate messages let you share only the details appropriate to each audience.
Make the return date unambiguous. Include the month as well as the day, such as Monday, 12 October, rather than saying next Monday. If you are not sure when you will be back, use a more general phrase and set a reminder to update the message.
Coordinate with your calendar and team. An automatic reply does not create a calendar event, block meeting invitations, or delegate your tasks. Set your calendar status and arrange coverage separately if needed.
Keep a copy of useful wording. Save a suitable message in a secure note or draft if you take regular leave. Check the dates, names, and contact details every time before reusing it.

Troubleshooting

The Automatic Replies option is missing. First make sure you opened settings for the correct account. If it is a work or school account, your organization may manage the feature or use a different mail system. If the account is IMAP or POP, Outlook itself may not be able to send replies while you are away; check the provider’s webmail or ask your administrator. You can also try Outlook on the web if your mailbox is hosted by Microsoft Exchange or Microsoft 365.

The reply does not start or stop when expected. Reopen the settings and check that automatic replies are enabled, the start and end dates are correct, and the time zone is appropriate. If you changed settings while offline, connect to the internet and allow Outlook time to sync. In an organization-managed mailbox, ask the administrator whether a policy affects the schedule.

People say they did not receive the message. Confirm that you saved the setting and that the sender contacted the mailbox where the reply is configured. Check whether external replies are enabled if the sender is outside your organization. The sender may already have received one automatic reply during the current period, or their mail system may filter automated messages. Ask them to check junk mail, but do not assume the automatic reply confirms that their email reached you.

The message appears to be going to the wrong people. Review the external-recipient choice. If replies are set to go to all external senders, mailing lists and unfamiliar addresses may receive them. Change the setting to contacts only, or turn off external replies if that better fits your needs. Ask your IT team before sending automatic messages to broad external audiences if your organization has communication rules.

Outlook mobile does not show the setting. Update the app, select the correct account under Settings, and check whether that mailbox type supports automatic replies. If the control is still absent, configure the reply in Outlook on the web or desktop, or use your email provider’s own vacation-reply feature. The desktop and web versions may offer more scheduling and audience options than the mobile app.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook before I leave?
Yes. Set the message in advance and choose a future start time if scheduling is available. Check that the end date is also correct so it turns off when you expect.

Will Outlook send the reply to people outside my company?
Only if external replies are enabled and the mailbox supports that option. You may be able to limit those replies to people in your contacts. Review the external message and audience separately from the internal one.

Can I use automatic replies with a Gmail, IMAP, or POP account in Outlook?
It depends on how the account is hosted. Outlook’s built-in Automatic Replies feature is typically tied to Exchange or supported Microsoft-hosted mailboxes, not a basic IMAP or POP setup. For other providers, set a vacation responder in the provider’s webmail settings.

Does an out-of-office message block meetings or mark my calendar as away?
No. It sends email replies; it does not change your calendar availability or decline invitations by itself. Set your calendar status and meeting responses separately.

How do I turn off the message when I return early?
Open Automatic Replies for the same mailbox and switch the feature off, then save or confirm the change. If you set an end time, you can also edit the schedule to stop sooner.

Can I set different messages for coworkers and customers?
Yes, if your Outlook version and mailbox provide separate internal and external reply fields. Use the internal message for useful team coverage details and keep the external version more general.

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

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