Out of Office in Outlook: Set It Up on Desktop or Mobile

To set an out-of-office reply in Outlook, open Automatic Replies for the account you want to use, turn replies on, write your message, and—if you know your dates—set a start and end time. The setting is available in Outlook for Windows, Mac, iOS, Android, and Outlook on the web, though the menu path depends on the version. Automatic replies tell people you cannot respond promptly; they do not stop incoming mail or forward it to someone else.

What You’ll Need

Access to the Outlook account that should send the reply. If Outlook has several accounts, check which one is selected before changing settings.
A Microsoft 365 work or school account, Exchange account, or Outlook.com account for the built-in automatic-reply feature. Some personal accounts that use POP or IMAP do not offer server-based Automatic Replies.
Your away dates and a short message. If you want to answer people outside your organization, prepare a separate external message and check your organization’s rules for sharing information.

Step-by-Step

Open the right Outlook account. Start Outlook and confirm that you are signed in to the mailbox that should send the notice. If you have multiple mailboxes, automatic replies are configured separately for each supported account. Do not assume that turning them on for your work mailbox also affects a personal mailbox.
Open Automatic Replies in new Outlook for Windows. Select the gear icon to open Settings, then choose Accounts > Automatic replies. Select the account if Outlook asks which mailbox to configure. Switch on automatic replies. Outlook’s layout can change over time, so if you do not see the option, check that you are in new Outlook and that the selected account supports the feature.
Use the classic Outlook for Windows path if you have classic Outlook. Select File > Automatic Replies. In the dialog, select Send automatic replies. If the button is unavailable or the dialog says the feature is not available for the account, the mailbox provider may not support Exchange automatic replies. The classic Outlook command is different from the Settings path in new Outlook.
Set replies in the Outlook mobile app. Tap your profile picture or initials, tap the gear icon for Settings, and select the account you want to update. Tap Automatic Replies, switch the feature on, and enter your message. Menu labels can vary slightly between iOS and Android app releases. If the account or setting is missing, update Outlook and confirm that the account is a supported work, school, Exchange, or Outlook.com account.
Set replies in Outlook for Mac. Select the account, then look for Tools > Automatic Replies. In some newer Mac layouts, open Outlook > Settings > Accounts, select the Exchange account, and open its automatic-reply settings. If neither route appears, check that you are using an Exchange-capable account and the current Outlook version; POP and IMAP accounts may not provide this setting.
Set replies in Outlook on the web. Open Outlook in a browser and sign in to the correct mailbox. Select the gear icon, open Accounts > Automatic replies, and turn on automatic replies. For Outlook.com, the setting may appear under Settings > Mail > Automatic replies. The exact Settings organization can differ between work or school Outlook and Outlook.com.
Choose whether replies have a schedule. If the option is available, select Send replies only during a time period or its equivalent, then enter the start and end date and time. Check the displayed time zone and use the time you intend, especially if you are traveling. If you do not set an end time, replies may remain on until you turn them off manually.
Write the message for people inside your organization. Use the internal-reply box if Outlook provides one. State that you are away, when you expect to return, and who can handle urgent matters. Keep it useful but brief. For example: “I’m away until Tuesday, 12 May, and will respond when I return. For urgent order questions, contact Jordan Lee at the support desk.” Avoid including confidential details or information that should not be sent to every colleague.
Decide whether to reply to people outside your organization. In Outlook for Windows, this may be a separate Outside My Organization tab or a control such as Send replies outside my organization. Turn it on only if you want external senders to receive a reply, and choose whether to answer only people in your contacts or anyone outside the organization if that choice is offered. Enter a suitable external message; it can be more general than the internal one.
Save and confirm the setting. Select Save, OK, or the available confirmation button. Some versions save changes as soon as you switch on the feature; others require a final action. Reopen Automatic Replies to verify the switch, dates, and message. If practical, ask a colleague or trusted contact to send a test message, then confirm that the reply arrives as expected.

Common Mistakes

Setting the reply on the wrong account: This is common when work and personal mail appear together. Check the account name in the settings screen before saving, and configure each mailbox separately if needed.

Forgetting the end date: If the schedule is not enabled, or the end date is omitted, the automatic reply may keep sending after you return. Set a clear end time or add a calendar reminder to switch replies off manually.

Expecting a reply for every message: Outlook generally sends an automatic response only once to each sender while automatic replies are active, rather than sending a fresh notice for every email they send. Do not use this feature as a message-delivery confirmation.

Leaving external replies disabled unintentionally: An internal message does not necessarily go to customers or other people outside your organization. Check the external-reply control separately, and make sure the external text is appropriate for a broad audience.

Confusing an automatic reply with forwarding: An out-of-office message informs senders that you are away. It does not route messages to a coworker, create a shared inbox, or guarantee that someone else will see your email. Arrange forwarding or delegation separately if your workplace permits it.

Tips

Make the return date explicit, including the day of the week when it could prevent confusion. If the return date is uncertain, say when you expect to respond rather than promising an exact time.
Give senders a practical alternative for urgent requests, such as a team mailbox or colleague. Confirm that the person or team has agreed to handle those messages.
Keep internal and external notes distinct. Internal colleagues may need a project handoff; external contacts usually need only your absence dates and a public contact route.
Use a neutral subject-independent message that makes sense to people who email you for different reasons. Do not include passwords, travel details, customer information, or other sensitive data.
If your absence begins later, schedule the start in advance and verify the dates after saving. For a short absence with no reliable end time, a calendar reminder can help you remember to disable replies.
On a shared or managed work account, follow your organization’s policy. Administrators can restrict automatic replies or control how external messages are handled.

Troubleshooting

Automatic Replies is missing or unavailable. First check the account type and the selected mailbox. Built-in automatic replies are normally supported by Exchange, Microsoft 365 work or school accounts, and Outlook.com, but not by every POP or IMAP provider. Update the Outlook app, sign in again if prompted, and try Outlook on the web. If a work account still lacks the option, contact your Microsoft 365 administrator; organizational settings may control it.

The reply is not being sent. Confirm that automatic replies are switched on, that the current time falls inside the schedule, and that you saved the changes. Check both the internal and external options according to the sender’s address. Then test from a different address: Outlook may not send repeated automatic replies to the same person during one active period. Ask the sender to check spam or junk folders as well.

The wrong message or dates appear. Reopen the settings for the specific account and inspect both message boxes and the start and end times. Check the time zone shown in Outlook and correct the schedule if it was entered while traveling or while using a device set to another zone. Save again, then verify the settings from the same mailbox.

Outlook says the feature is not available for this account. If the mailbox is POP or IMAP, ask the email provider whether it offers a server-side vacation response. A rule-based workaround in desktop Outlook may depend on the app remaining open and connected, and it is not equivalent to Exchange Automatic Replies. Avoid creating a rule that repeatedly responds to automated messages, since that can cause unwanted loops.

The mobile app does not show the change. Check the setting in Outlook on the web or desktop to see whether the account saved it, then close and reopen the mobile app. Make sure you edited the same mailbox and that the app is online. If the settings still disagree, remove and re-add the account only after confirming you know its sign-in details and your organization’s setup requirements.

Frequently Asked Questions

Can I set an out-of-office reply from the Outlook mobile app?
Yes, for supported accounts. Open the profile menu, tap Settings, choose the account, and open Automatic Replies. If the option is absent, check the account type or use Outlook on the web.

Will Outlook send the reply to every email someone sends?
Usually not. Automatic replies are generally sent once to each sender during an active period, which prevents a person from receiving the same notice repeatedly. This behavior is different from a rule that responds to every message.

Can I use different replies for coworkers and external senders?
Yes, when your Outlook version and account provide separate internal and external message fields. Write both messages and enable replies outside your organization if you want external senders to receive one.

Can I turn on out of office for a personal Gmail or IMAP account in Outlook?
Not necessarily through Outlook’s Automatic Replies control. The feature depends on the email provider and account type. For Gmail, set a vacation responder in Gmail; for other POP or IMAP accounts, check the provider’s own settings.

How do I turn the reply off when I return?
Open Automatic Replies for the correct mailbox and switch the feature off, then save or confirm. If you scheduled an end time, it should turn off then, but checking the setting after you return helps avoid leaving an unexpected message active.

Does an out-of-office message forward urgent email?
No. It sends a notice to the sender but does not forward the message or assign it to someone else. Arrange delegation, forwarding, or a team contact separately if you need another person to handle incoming mail.

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

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