Out of Office in Outlook Desktop: Set Up Your Reply

To set an out-of-office reply in Outlook desktop, open File > Automatic Replies in classic Outlook for Windows, turn on automatic replies, and write your message. If you want the reply to start and stop automatically, set a date and time range before saving. The feature is available for Exchange and Microsoft 365 work or school accounts; the exact steps differ in new Outlook and on Mac.

What You’ll Need

Outlook desktop and access to the mailbox you want to set up. If you have more than one account in Outlook, confirm which mailbox should send the reply.
An Exchange, Microsoft 365, or other supported work or school account for the built-in Automatic Replies feature. For accounts such as some IMAP or POP accounts, use the email provider’s vacation-reply setting instead.
Your planned start and end times, plus a short message for colleagues and, if appropriate, a separate message for people outside your organization.

Step-by-Step

Check which Outlook you are using. Classic Outlook for Windows has a File tab at the top left. New Outlook has a Settings gear and a simplified layout, and usually does not have the same File tab. Follow the matching instructions below. These steps apply to the Outlook desktop app, not Outlook on the web.
Open Automatic Replies in classic Outlook for Windows. Select File > Automatic Replies. If you do not see the button, check the account name shown in Outlook and confirm it is an Exchange or Microsoft 365 account. In a profile with several accounts, the dialog may let you choose an account; select the mailbox whose replies you are setting.
Turn on the reply and, if needed, set a schedule. In the Automatic Replies dialog, select Send automatic replies. To have Outlook switch the reply on and off for you, select Only send during this time range, then choose the start and end date and time. Check both dates and the AM or PM setting before continuing. If you do not select a time range, the reply stays on until you return to this dialog and turn it off.
Write the message for people in your organization. Select the Inside My Organization tab and type the reply in the message box. Include when you expect to return and a practical alternative contact if there is one. Keep the message brief and do not include confidential details that every internal sender should not see. Use clear wording, such as: I am away until Tuesday, November 10. For urgent requests, contact Jordan Lee at the service desk.
Decide whether to reply to people outside your organization. Select Outside My Organization and enable replies to external senders only if that is appropriate. Depending on your Outlook version, choose whether to reply to people in your contacts only or to anyone outside the organization. Add a separate message for those recipients; do not assume they will see the internal message. Your organization may block or limit external automatic replies, so follow its policy and avoid sharing internal phone numbers, project details, or sensitive schedules.
Save the settings. In classic Outlook, select OK to apply the settings and close the dialog. If you did not set a schedule, confirm the dialog still shows automatic replies as enabled. You do not need to leave Outlook open for Exchange or Microsoft 365 automatic replies to run: the mailbox service handles them. A rule-based workaround for a non-Exchange account is different and may require Outlook to stay open.
Use the steps for new Outlook for Windows if you do not have a File tab. Select the Settings gear, then go to Accounts > Automatic replies and select the relevant account if prompted. Turn on automatic replies. To schedule them, enable the option to send replies only during a time period and enter the start and end. Add your internal message, and turn on and write an external reply only if you want one. Select Save if the page offers that button, then close Settings. Labels can vary slightly as Microsoft updates new Outlook, but the setting remains under Accounts and Automatic replies.
On Outlook for Mac, open the account’s automatic-reply settings. In newer Outlook for Mac, use Outlook > Settings > Accounts, select the account, then choose Automatic Replies. In some classic Mac layouts, the route is Tools > Automatic Replies. Turn on the replies, set a time period if offered, enter the message, and apply the changes. Mac versions and account types do not all show identical options; if Automatic Replies is missing, check the account provider’s web settings or ask your organization’s Microsoft 365 administrator.
Check that the setup is active. In classic Outlook, reopen File > Automatic Replies and check the selected status and time range. In new Outlook, return to Settings > Accounts > Automatic replies. If you set a future start, it is normal for the reply not to be sent before that time. You can send a test message from a different account, but remember that Exchange normally sends only one automatic reply to the same sender during a reply period.

Common Mistakes

Forgetting to turn the feature off or set an end time. If you enable automatic replies without a schedule, they can continue after you return. Use a start and end range when you know your dates, or add a reminder to switch the feature off manually.

Choosing the wrong mailbox. A shared or secondary account can have its own reply settings. Check the account selector before editing and confirm the message is enabled for the address people will contact.

Assuming external replies are automatic. The outside-organization option is separate in many versions and may be disabled by default. Write and enable that message separately if external senders need to know you are away.

Entering the wrong time or date. A mistaken month, year, or AM/PM selection can make the reply start late or stop too soon. Review the full date range, especially when setting it well in advance or near a time-zone change.

Using a rule as if it were server-side Automatic Replies. A rule that sends a template reply is not the same as the Exchange feature. It may respond repeatedly, behave differently for mailing lists, or stop when Outlook is closed. Prefer the account’s built-in vacation setting where available.

Tips

Make the first sentence answer the sender’s main question: that you are away and when you expect to return. Add one useful next step, such as a colleague’s name or a shared support address, only if that person or team has agreed to handle requests. Avoid promising a response at a precise time if your return plans could change.

Keep the external message more general than the internal one. An outside sender usually needs to know that you are unavailable and where to direct an urgent inquiry; they do not need internal team arrangements. Do not disclose travel plans, passwords, customer information, or other private details in an automatic reply.

Set the schedule using the mailbox’s displayed dates and times, and allow a little time to configure it before leaving. If your workplace has shared mailbox or external-response rules, check with the Microsoft 365 administrator rather than assuming your personal settings apply to a team mailbox. When you return early, turn off the reply rather than waiting for the scheduled end.

Troubleshooting

Automatic Replies is missing or unavailable: Check that you selected the correct account and that it is an Exchange or Microsoft 365 mailbox. Some connected accounts, including IMAP and POP accounts, do not support this built-in feature in Outlook desktop. For a personal email account, use its provider’s vacation responder. For a managed work account, ask your administrator whether the feature is supported or restricted.

The reply is not being sent: Confirm that automatic replies are enabled, the current time falls within the selected range, and the message was saved. Check whether the sender is internal or external and whether replies to that group are enabled. Exchange generally sends an automatic reply once to each sender during the active period, so sending multiple test emails from the same address may not produce a new reply each time. Test with another address if possible.

The reply starts or ends at the wrong time: Reopen the settings and inspect the date, time, and AM/PM selection. Also consider the mailbox’s time zone, which may differ from the computer’s time zone, especially for a shared mailbox or an account used while travelling. Correct the range and save it again.

External senders receive nothing: Confirm that the outside-organization option is enabled and that the chosen audience includes the sender. Some organizations restrict replies to people outside the company to reduce spam or prevent information disclosure. If the option is enabled but still does not work, ask the Microsoft 365 administrator to check the organization’s mail-flow settings.

A rule-based reply stops when Outlook closes: That can happen with a rule that depends on the desktop app. If the email provider offers a vacation responder, configure it through the provider’s account settings so it can run while Outlook is closed. Avoid creating a broad reply rule without testing it, as it can generate unwanted repeated replies.

Frequently Asked Questions

Does Outlook have an out-of-office setting?
Yes. In classic Outlook for Windows, use File > Automatic Replies. New Outlook and Mac have similar settings in different locations. The built-in option depends on the account supporting automatic replies.

Will out-of-office replies send if Outlook is closed?
Yes, for Exchange and Microsoft 365 automatic replies, because the mailbox service sends them. A desktop rule used as a workaround for another account may require Outlook to remain open, so use the provider’s vacation-reply feature when possible.

Can I set different messages for coworkers and external senders?
Usually. Classic Outlook provides separate Inside My Organization and Outside My Organization tabs. New Outlook and Mac also offer internal and external reply options in supported accounts. External replies may be restricted by your organization.

Will Outlook reply to every message from the same person?
Normally, Exchange sends one automatic reply per sender during the active period rather than replying to each message. That helps prevent a chain of repeated responses. The behavior of provider settings and rules can differ.

How do I turn off the reply early?
Open the same Automatic Replies settings, turn off the enabled status, and save or select OK. If you set a schedule, you can also edit the end time, but switching the feature off is the direct option when you have already returned.

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

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

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