How to Set Out of Office in Outlook on Any Device

To set yourself out of office in Outlook, open Automatic Replies for the account you will be away from, switch on replies, enter your message, and—if you know your dates—set a start and end time. The feature is usually available for Microsoft 365 work or school accounts and Outlook.com; the exact menu depends on whether you use Outlook for Windows, Mac, the web, or a phone.

What You’ll Need

Access to the Outlook account that should send the replies. If you have several accounts, make sure you select the right one.
A brief message explaining that you are away, when you expect to return, and who to contact for urgent matters. Avoid including sensitive personal details.
Your planned start and end dates and times, if you want Outlook to turn replies on and off automatically.
An internet connection to change the settings. Once saved on a Microsoft 365, Exchange, or Outlook.com account, automatic replies are generally handled by the mail service, even when Outlook is closed.

If you use a personal account configured as POP or IMAP, the built-in Automatic Replies option may not be available. See Troubleshooting for alternatives and limitations.

Step-by-Step

Identify your Outlook version and account. Open the account that should send the away message. On Windows, Outlook may be the newer Outlook app or classic Outlook; the classic app has a File tab, while the newer app has a Settings gear. Outlook in a browser has a Settings gear too, but its menu path differs. If you have both a work and personal mailbox, set the reply separately for each account that needs one.
Open Automatic Replies. In classic Outlook for Windows, select File > Automatic Replies. In new Outlook for Windows, select the Settings gear, then Accounts > Automatic replies, and choose the account if prompted. In Outlook on the web, select the Settings gear, then Mail > Automatic replies. In Outlook for Mac, open the account and select Tools > Automatic Replies. Menu labels can vary slightly with app updates; look for “Automatic replies” in Settings if the path is different.
Turn replies on and choose a schedule. Switch on Automatic replies or select Send automatic replies. To schedule the message, enable the option to send replies only during a time period, then enter the start and end date and time. Check the time zone shown for the mailbox or device and set the start time to when your absence begins. If you do not set a time period, remember to turn replies off yourself when you return.
Write the message for people inside your organization. Enter a clear reply in the internal-message box or tab. For example: “I’m away from November 10 through November 14 and will respond when I return. For a billing question, contact Jordan Lee at the service desk.” Give a date or a realistic response expectation, and name an alternate contact only if that person has agreed to help. Keep the wording useful to colleagues who may need to plan around your absence.
Choose whether to reply to people outside your organization. In new Outlook, Outlook on the web, and many Mac versions, enable the option to send replies outside your organization if you want customers or other external senders to receive one. You may be able to restrict external replies to people in your contacts or send them to anyone outside the organization. In classic Outlook for Windows, use the Outside My Organization tab and select the relevant option. If external replies are enabled, write a separate message that does not disclose internal schedules, staff details, or confidential information.
Review the audience and message carefully. Check that the internal and external messages are in the intended boxes and that the external audience is no broader than necessary. A reply to anyone outside your organization can reach unfamiliar senders, including mailing lists or unsolicited messages. Do not put passwords, travel details, private phone numbers, or information that should not be sent automatically in either message.
Save or confirm the setting, then verify it. Select Save, OK, or the equivalent button if the screen provides one. Some Outlook screens save changes immediately; others need confirmation. Reopen Automatic Replies and make sure the switch, dates, and message are still set. If the start time is now or has passed, send a test message from a different account you control and check the reply. Avoid repeatedly testing from the same address, since Outlook may send an automatic reply only once to a sender during an active period.
Turn the replies off when appropriate. If you used a schedule, Outlook should stop sending replies at the end time. If you left the schedule open-ended, return to the same Automatic Replies screen and switch the feature off. For a mailbox you share or delegate, confirm who is responsible for disabling the setting so it does not remain active after you return.

On a phone: In the Outlook app for iOS or Android, open the menu, tap the Settings gear, select the relevant email account, and open Automatic Replies. Turn the option on, add your message and dates if available, and save. The exact controls can vary by app version and account type. If you cannot find the option, use Outlook on the web or a computer instead.

Common Mistakes

Forgetting to enable the feature: Typing a message is not always enough. Confirm that Automatic Replies is switched on and that your changes were saved.
Choosing the wrong mailbox: Outlook can contain multiple accounts, and settings usually apply to only the account you selected. Check the account name before enabling the reply.
Leaving the end date blank: Without an end time, replies may continue after you return. Schedule an end or set a reminder to turn them off.
Using the wrong time zone or dates: A schedule can start too early or too late if the displayed time zone differs from the one you expected. Verify both the date and local time before saving.
Sending internal details to everyone: External replies can go to customers, vendors, and people you do not know. Use a short, privacy-conscious message and limit the audience when that choice is available.
Assuming every incoming message gets a reply: Automatic replies are not a substitute for a delivery receipt or a promise that a person has read the email. Services commonly limit repeated replies to the same sender during an active period.

Tips

Use plain, direct language: say that you are away, state when you expect to return, and offer an alternative contact or route for urgent requests.
When the return date is uncertain, avoid promising a precise response time. You can say that you will reply as soon as possible after returning.
Keep internal and external messages distinct. Colleagues may need an internal team contact, while an external sender usually needs only a general service address or a safe next step.
Set the schedule before you leave, then check it once from another account. A test helps catch a misspelled contact address, a missing external reply, or a schedule entered for the wrong day.
If you use a shared mailbox, verify that you are editing its settings rather than your personal mailbox. Ask your Microsoft 365 administrator if you do not have permission to manage the shared account.
Do not rely on a draft or an email rule unless you understand its limits. The server-managed Automatic Replies feature is usually more dependable because it can work while your computer is shut down.

Troubleshooting

There is no Automatic Replies option. First confirm which account is selected and whether it is a Microsoft 365, Exchange, or Outlook.com mailbox. The built-in feature is not supported for every POP or IMAP account. In classic Outlook for Windows, a rule-based reply may be possible for some accounts, but it may depend on Outlook remaining open and connected; it is not the same as a server-managed out-of-office reply. Ask your email provider or administrator which option your account supports.

The reply is not being sent. Reopen the Automatic Replies screen and confirm that the feature is enabled, the current time falls within the scheduled window, and the message is not blank. Check that you changed the correct mailbox. For an external sender, verify that replies outside your organization are allowed and that the audience setting includes that person. Your organization may also restrict external automatic replies, in which case an administrator may need to change the policy.

The reply starts or stops at the wrong time. Review the start and end dates, including the year, and compare the time zone displayed in Outlook with the one you intended. Save the corrected schedule and check it again. If the mailbox is managed by an organization, its service settings can affect how scheduling is interpreted; contact the administrator if the values look right but the timing is still incorrect.

Only some people receive a reply. Check whether external replies are limited to contacts, whether the person is inside or outside your organization, and whether the sender has already received a reply during the current absence. Automatic Replies may intentionally avoid sending a new response for every message from the same person. Ask the sender to check their junk folder, but do not assume that a missing reply means their original email was not delivered.

The setting will not save or is unavailable on mobile. Update or restart Outlook, confirm you are online, and try the same account in Outlook on the web. If web settings also fail, sign out and back in or contact your organization’s support team; an account policy or permission issue may be involved. For a shared mailbox, verify that you have the required access.

Frequently Asked Questions

Does Outlook send an out-of-office reply if my computer is off?
For supported Microsoft 365, Exchange, and Outlook.com accounts, Automatic Replies are generally handled by the mail service, so Outlook does not need to stay open. A workaround based on a local Outlook rule may require the computer and app to remain running.

Can I set an out-of-office reply from my phone?
Often, yes. In the Outlook mobile app, open Settings, select the account, and look for Automatic Replies. If the control is missing for that account or app version, set it through Outlook on the web or desktop.

Can I use different messages for coworkers and customers?
Yes, in versions that provide separate internal and external reply fields. Add the colleague-focused text to the internal message and a more general, privacy-conscious message to the external one. Some accounts or versions may offer fewer controls.

Will Outlook reply to every email from the same person?
Usually not. Automatic Replies commonly send one response to a sender during an active out-of-office period rather than one for every message. This helps prevent a sender from receiving repeated copies of the same notice.

Can I set an out-of-office reply for a POP or IMAP account?
The built-in server-managed Automatic Replies option may not be available for POP or IMAP accounts. Check with your email provider for an away-message feature. A rule in classic Outlook may work in limited cases, but it may stop when Outlook is closed and should not be treated as equivalent.

How do I turn off Outlook out-of-office replies early?
Open the same Automatic Replies settings for the account, switch replies off, and save or confirm the change. If you set an end time, you can also leave the schedule in place and let Outlook disable replies automatically at that time.

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

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.