Out of Office in Outlook for iOS: Set Automatic Replies

To set an out-of-office reply in Outlook for iOS, open the app’s Settings, select the email account you’ll be away from, tap Automatic Replies, turn the feature on, and enter your message. If available, set a start and end time so replies switch off when you return. You’ll need an account that supports server-side automatic replies, such as a Microsoft 365 work or school account, Exchange account, or Outlook.com account; the options can differ by account and app version.

What You’ll Need

The Outlook app for iOS: Install or update Microsoft Outlook from the App Store, then sign in to the account you want to configure.
A supported email account: Automatic Replies is generally available for Microsoft Exchange, Microsoft 365, and Outlook.com accounts. If you use an IMAP or POP account, the app may not offer this setting; check your email provider’s website for its vacation-response feature.
Your dates and message: Decide when the absence begins and ends, and prepare a concise reply. Include only information you are comfortable sending automatically to people who email you.
Internet access: You need a connection to save the setting. Once configured for a supported account, the reply is normally handled by the mail service, not by keeping the Outlook app open on your iPhone.

Step-by-Step

Open Outlook and check the account. Launch Outlook for iOS and confirm that you are signed in. If you have more than one mailbox, identify the exact address that should send the reply. Automatic Replies are configured separately for each account, so setting it on one mailbox will not automatically cover your other Outlook accounts.
Go to Settings. Tap your profile icon or account menu near the upper-left corner, then tap the gear-shaped Settings button. The precise location of the profile menu can vary slightly with app layout and version. If the gear is not immediately visible, open the navigation panel first.
Select the mailbox. In Settings, tap the email account you want to manage. If the account list is long, scroll to the account address rather than choosing a general app preference. Look for Automatic Replies on that account’s settings page.
Turn on Automatic Replies. Tap Automatic Replies and switch the feature on. Outlook may show a text box and additional controls for scheduling or choosing who receives the message. If you cannot find the option, see Troubleshooting below; it may be an account limitation rather than a hidden iPhone setting.
Write the reply for people inside your organization. If Outlook shows a message field for your organization, enter a short note such as: I’m away from October 12 through October 18 and will respond when I return. For urgent matters, contact Jordan Lee at the usual team address. Use real dates or a clear return date, and make sure any alternative contact details are correct.
Set the schedule if the option is available. Turn on the control labelled something like Reply during a time period or Send replies only during this time period. Choose a start date and time and an end date and time, then check both carefully. The labels may differ between Outlook versions, but the purpose is to have replies begin and stop automatically. If you do not set a time period, the replies may stay on until you switch them off yourself.
Decide whether to reply to people outside your organization. If Outlook provides an external-reply option, enable it only if you want people outside your workplace to receive a message. Some versions let you reply to all external senders or only to people in your contacts. Choose the narrowest audience that meets your needs, then enter a separate external message if the app provides a second text box.
Review the audience and wording. Read both messages before saving. Avoid sharing sensitive details such as a personal phone number, travel itinerary, or information about who will be away with you. A general statement of unavailability and a work-approved backup contact are usually enough.
Save or confirm the changes. Depending on the app version, Outlook may save the settings as you change them or show a button such as Done or Save. Tap that button if it appears, then return to the account settings and verify that Automatic Replies still shows as on. Keep Outlook online until the settings have had a chance to sync.
Check the result and turn it off when appropriate. If you used a schedule, confirm the dates and time zone displayed by Outlook. If you chose not to schedule an end time, return to the same account settings after your absence and switch Automatic Replies off. For a work account, follow your organization’s policy if it requires a particular message or limits external replies.

Common Mistakes

Setting the reply on the wrong mailbox: This is easy to do when personal and work accounts are both in Outlook. Check the address shown in account settings before enabling the feature. If you need replies from two addresses, configure and review each account separately.

Leaving replies on indefinitely: A message that says you will return on a particular date can still be sent after that date if no end time was configured. Set the time period when the control is available. Otherwise, make a reminder to switch the feature off promptly when you are back.

Assuming the phone must stay connected: For supported Exchange, Microsoft 365, and Outlook.com mailboxes, Automatic Replies are generally managed by the mail service. Closing Outlook or losing your iPhone connection should not cancel a saved server-side schedule. However, do confirm that the setting saved successfully before you rely on it.

Expecting an IMAP or POP account to have the same control: Outlook can display messages from many providers, but that does not mean it can manage every provider’s vacation responder. If Automatic Replies is missing for an IMAP or POP mailbox, configure the response through that provider’s webmail or account settings instead.

Sending one message to every audience: Your internal and external replies may need different wording. Colleagues might need a team contact, while an external sender may need only a general note. Avoid exposing internal processes or contact details to people outside your organization.

Tips

Make the return date unambiguous. Include a date rather than saying only that you will be away for a few days. If you expect to catch up after returning, say when you expect to respond instead of promising an immediate reply.
Keep the message useful and brief. State that you are unavailable, give the expected return date, and provide an approved alternative contact if there is one. You do not need to explain why you are away.
Use the schedule for planned absences. A scheduled end time helps prevent an old message from continuing after your return. For an unexpected absence with no known end date, enable replies without an end time only if you can review and turn them off later.
Consider external-reply privacy. If Outlook lets you restrict external replies to contacts, that may reduce how widely your absence details are sent. Follow workplace rules before changing this audience or naming a substitute.
Remember that this is not a forwarding rule. An automatic reply tells a sender that you are away; it does not forward their message to a colleague. Arrange forwarding or delegation separately if your team requires someone else to receive or manage incoming mail.
Check the time zone. If you are travelling or your account uses a different time zone, review the start and end times shown in the app. When timing is important, verify the schedule with your organization’s Outlook or Exchange settings.

Troubleshooting

Automatic Replies is missing. First confirm that you selected the correct account and that the app is signed in. Then check whether the mailbox is Microsoft 365, Exchange, or Outlook.com. If it is an IMAP or POP account, use the email provider’s website or app to set its vacation responder. For a work or school account where the option should be available, update Outlook from the App Store and ask your IT administrator whether the organization has restricted the feature.

The toggle will not stay on, or the setting does not save. Check your internet connection, close and reopen Outlook, and try again from the account’s Settings page. Make sure you are not changing settings for a different mailbox. If the problem continues, sign out and back in only if you know your sign-in details and any required multifactor authentication method; on managed work devices, contact IT before removing the account.

No one receives the automatic message. Confirm that the feature is on for the address they emailed and that the message was sent after the configured start time. Check whether the sender is outside your organization and whether external replies are enabled. Some mail systems avoid sending repeated automatic replies to the same sender within a period, so a second test from that address may not produce another message. Ask a colleague or use a separate test address rather than repeatedly emailing yourself.

The reply starts or ends at the wrong time. Reopen the settings and inspect the start and end dates, times, and any displayed time-zone information. Correct the schedule and save it again. If your organization manages the mailbox centrally, the administrator’s settings may affect what you can change in the mobile app.

The message is sent, but it contains old wording. Reopen Automatic Replies, review the message fields for both internal and external audiences, and save the revised text. If the account is managed by your employer, check whether another mail client or administrator has also configured a reply. Avoid leaving conflicting messages enabled in multiple systems.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook for iOS without a computer?
Yes, if the account supports Automatic Replies and the control is available in the app. Use Settings, select the mailbox, and open Automatic Replies. If the option is not offered for that account, use the provider’s website or ask your organization’s IT team.

Does Outlook for iOS send the reply if my iPhone is off?
For supported Exchange, Microsoft 365, and Outlook.com accounts, the setting is generally handled by the mail service after it has been saved. The iPhone does not normally need to remain on or connected for the server-side reply to work.

Can I set different replies for coworkers and external senders?
Often, yes. Outlook may offer separate internal and external message fields and controls for external senders. Available choices depend on the account and app version, so review the audience options shown on your screen.

Will an automatic reply go out for every email someone sends me?
Not necessarily. Mail systems commonly limit repeat automatic replies to the same sender to avoid sending a response for every message. The exact behavior can depend on the service and organization settings.

How do I turn off the out-of-office message?
Open Outlook Settings, select the relevant account, tap Automatic Replies, and switch it off. If you configured an end time, it should stop at that time, but check the setting when you return if you are unsure.

Can I set an out-of-office reply for Gmail in Outlook for iOS?
The Outlook app may not provide its own Automatic Replies control for a Gmail account. Set Gmail’s vacation responder in Gmail’s settings, then check that provider’s dates and message. Outlook can still be used to read the mailbox, but its account capabilities depend on how the provider integrates with the app.

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