How to Set Out of Office in Outlook 365 Web

To set an out-of-office reply in Outlook 365 on the web, open Settings, go to Accounts > Automatic replies, turn on automatic replies, write your message, and save. You can also schedule when replies start and end, and choose whether people outside your organization receive a separate message. The steps below help you check the schedule and audience before you leave.

What You’ll Need

Access to your Outlook account in a web browser, such as through Outlook on the web or Microsoft 365.
Your out-of-office dates and times, if you want replies to turn on and off automatically. Check the time zone your account uses if you will be away across time zones.
A short reply message, and an optional external message if your organization allows replies to people outside it.

You do not need to install an add-in or create an inbox rule for the standard automatic-reply feature. Outlook on the web works in current browsers on Windows and Mac; the web settings are substantially the same on both.

Step-by-Step

Open Outlook on the web. Go to your organization’s Outlook or Microsoft 365 sign-in page and sign in with the account for which you want to set the reply. You can also open Outlook from the Microsoft 365 app launcher if that is how your organization provides it. If you have several accounts, check the profile or mailbox name before changing settings; automatic replies apply to the selected mailbox, not every account you use.
Open Automatic replies. Select the gear-shaped Settings button near the top-right corner. In the current Outlook web layout, select Accounts, then Automatic replies. If your layout shows a different grouping, type automatic replies in the Settings search box and open the matching setting. Some older or organization-customized layouts place the option under Mail.
Turn on automatic replies. Select the switch or checkbox for Turn on automatic replies. The wording may vary slightly by account or interface version. Do not close the settings panel yet: switching the feature on without setting a schedule or writing a message can produce a reply you did not intend, or leave you with the default message rather than your own.
Choose whether to schedule the reply. If you want the message to start and stop automatically, select the option to send replies only during a time period. Enter the start and end dates and times. The start is when Outlook begins responding; the end is when it stops. If you do not select a time period, automatic replies generally remain enabled until you turn them off yourself, so plan a reminder to disable them when you return.
Check the dates and time zone. Confirm that the start time is in the future if you do not want replies to begin immediately, and that the end time is after the start. Outlook uses the time settings associated with your account. If you will be traveling or setting this up from another time zone, compare the displayed time with the time your coworkers or customers should experience. A one-hour difference can cause replies to start earlier or later than intended.
Write your message for people in your organization. Enter a concise note in the reply editor. Include the dates you will be away, when you expect to respond, and an alternate contact or team if appropriate. For example: I am away from November 10 through November 14 and will respond when I return. For urgent scheduling questions, please contact the service desk. Avoid promising a response time you cannot guarantee, and do not include confidential details that should not be sent in an email.
Decide whether to send a reply outside your organization. If the setting is available and external replies are appropriate, enable Send replies outside your organization. Outlook may offer a choice between replying only to external senders in your contacts and replying to all external senders. Choose contacts only for a narrower audience; choose all external senders only if unknown customers or other senders should also receive the message. Enter a separate external message when the editor is provided. Do not assume that an internal message is suitable for external recipients.
Save and verify the settings. Select Save if the panel displays a Save button. Some versions apply settings as you make changes, but check that the automatic-reply switch remains on and that the selected dates and message are still visible after saving. Close Settings and reopen Automatic replies if you want to confirm the saved configuration. If you set a future start time, the status may show that replies are scheduled rather than currently active.

Common Mistakes

Forgetting to schedule an end time: If you turn on replies without a time period, they can remain on after you return. Either set an end date and time or make a reminder to switch them off manually. A scheduled end is especially helpful when your return date is firm.

Using the wrong mailbox: People who manage a personal mailbox and a work mailbox can easily change the wrong one. Confirm the signed-in account or mailbox before saving. If you need a reply for a shared mailbox, check that you have opened that mailbox’s settings and have the necessary permissions; changing your own mailbox does not automatically configure the shared one.

Assuming the reply goes to every message: Automatic replies are not a notification for each incoming email. Outlook generally sends one automatic reply to a sender during the active period rather than repeating it for every message from that person. Do not use the feature as a substitute for forwarding important messages or arranging coverage.

Sending internal details to external senders: External recipients may include unfamiliar people. Keep the external message general, avoid sharing sensitive schedules or personal information, and provide only contact details approved for public use. If you do not need to respond outside your organization, leave external replies off.

Confusing a reply with forwarding: An automatic reply tells the sender you are away; it does not send their message to a colleague. Set up an approved forwarding arrangement or delegate access separately if someone needs to handle incoming mail, and follow your organization’s policies for doing so.

Tips

Keep the message useful and brief. State that you are away, give a return date if you know it, and name a suitable alternate contact for urgent matters. A sender should be able to decide what to do next after reading the first few lines.
Use different internal and external messages. Coworkers may need team-specific coverage information, while external senders may need only a general return date and a public contact channel. Keep both versions accurate and check them for names, dates, and typos.
Set it up before you leave. A future schedule lets you check the message while you are still available to correct it. If your leave dates change, return to Automatic replies and update the schedule rather than relying on an old end date.
Consider recurring or long absences separately. For a brief holiday, one scheduled reply is usually enough. If you are away for an extended period or need someone else to manage the mailbox, ask your Microsoft 365 administrator about the organization’s preferred coverage and delegation process.
Remember the limits of the feature. Automatic replies do not change your calendar, decline meeting invitations, or mark messages as read. Set your calendar availability and arrange inbox coverage separately when needed.

Troubleshooting

You cannot find Automatic replies. Open the Settings gear and search for automatic replies. Try the Accounts section, or Mail in an older layout. If the setting is absent, confirm that you are using the correct mailbox and that your account supports the feature. Work or school accounts may have settings controlled by an administrator; contact your Microsoft 365 support team if the option is unavailable or disabled.

The reply is not being sent. Reopen the setting and confirm that automatic replies are on, the current date and time fall inside the scheduled period, and the message is not blank. Check whether you configured the internal or external audience that includes the sender. Ask a recipient to check their junk folder, and remember that Outlook may not send a repeat automatic reply to the same person during the same active period. Do not repeatedly toggle the feature just to test it, since that can cause confusing results for senders.

The message starts or ends at the wrong time. Check the saved date, time, and account time zone. A schedule is based on the time settings associated with the mailbox, not necessarily the local time where you are currently traveling. Correct the schedule, save again, and reopen the setting to confirm the updated values.

External senders receive no reply. Verify that replies outside your organization are enabled and that the sender qualifies under your audience choice. If you selected contacts only, an outside sender who is not in your contacts may not receive the reply. Your organization may also restrict external automatic replies, so ask an administrator if the controls are unavailable or the setting appears correct but does not work.

Your shared mailbox has no out-of-office message. Automatic replies are configured per mailbox. Open the shared mailbox directly in Outlook on the web, if you have permission, and check its Automatic replies setting. If you cannot access that setting, ask the mailbox owner or Microsoft 365 administrator to configure it. Do not assume that setting replies on your personal account covers a shared address.

Frequently Asked Questions

Does Outlook 365 web call this an out-of-office message?
It may label the feature Automatic replies. This is the Outlook setting commonly used for out-of-office messages; it sends a prepared reply to incoming email during the period you choose.

Can I set an out-of-office reply without scheduling it?
Yes. Turn on automatic replies and leave the time-period option off if you want to manage the start and stop manually. Remember to turn the feature off when it is no longer needed.

Can I send different messages to coworkers and external contacts?
Often, yes. Outlook provides separate message areas when external replies are enabled. The choices available can depend on your account and organization settings, so check the actual controls in your mailbox.

Will Outlook reply every time someone emails me?
No. The automatic reply is generally sent once per sender during the active period, not once for every email. It is not a reliable way to confirm receipt of each individual message.

Does an out-of-office reply forward my emails to someone else?
No. It sends a response to the sender but does not route or share the incoming message. Arrange forwarding, delegation, or team coverage separately if someone needs to handle your mail.

Do I need different steps on a Mac?
No special Mac steps are needed when using Outlook on the web in a browser. The Settings and Automatic replies controls are web-based; the desktop Outlook app may use a different menu path.

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.