Out of Office in Outlook PWA: Set Automatic Replies

To set an out-of-office message in Outlook PWA, open Settings, find Automatic replies, switch them on, write your message, choose whether to schedule it and who should receive it, then save. Outlook PWA uses the Outlook on the web mailbox settings, so the message can be sent while the browser or installed app is closed, provided your mailbox supports automatic replies.

What You’ll Need

Access to the Outlook PWA and the mailbox you want to update. Check the account name or profile before changing settings, especially if you have more than one account.
A working internet connection while you configure the reply, and the dates and times you want it to start and stop if you need a scheduled absence.
A short message that explains when you will return and, if appropriate, who people can contact while you are away. Avoid sharing private details or information that should not be sent to external contacts.

Step-by-Step

Open the correct Outlook PWA mailbox. Launch Outlook from the installed web app or open the Outlook website in your browser, then sign in if prompted. If the PWA opens directly to your inbox, check the account or profile shown in Outlook. Automatic replies belong to a specific mailbox; changing the wrong work, school, or personal account will not update the mailbox people are contacting.
Open Outlook settings. Select the gear-shaped Settings button near the upper-right corner. A settings pane should open. If you do not see the gear, maximize the app window or open the account menu to confirm that you are in Outlook rather than another pinned Microsoft 365 app.
Find Automatic replies. In the settings pane, look under Accounts > Automatic replies in the current Outlook on the web layout. Some accounts or layouts show the option under Mail > Automatic replies. You can also use the settings search box and search for Automatic replies. Select the matching setting to open its controls.
Turn on automatic replies. Select the switch or option labeled Turn on automatic replies. The wording can vary slightly, but make sure the feature is enabled before closing the pane. If you only want a reply for a limited absence, turn on the option to send replies during a time period rather than leaving the feature active indefinitely.
Set the start and end times if needed. Enable the schedule option, then choose the start date and time and the end date and time. Check the displayed time zone, particularly if you travel or your mailbox is set to a different region. If the schedule option is off, automatic replies may begin as soon as you save and remain on until you switch them off yourself.
Write the message for people in your organization. Enter a clear, useful message in the internal reply box. For example: I am away from June 10 through June 14 and will respond when I return on June 17. For urgent account questions, contact Jordan Lee at the support desk. Use your actual dates and an approved contact. Keep the wording professional because the reply may be sent to every person who emails you during the absence.
Choose whether to reply to people outside your organization. If the setting is available and you want external senders to receive a message, enable replies outside your organization and enter a suitable external version. Outlook may let you choose to reply only to people in your contacts or to anyone outside the organization. Contacts-only is more restrictive; anyone can include clients, vendors, mailing lists, and unfamiliar senders. If you do not need external replies, leave this option off.
Review any additional options, then save. Some versions show checkboxes for blocking calendar availability, automatically declining new invitations, or cancelling existing meetings during the scheduled period. These affect your calendar as well as email, so select them only if that is what you intend. Read both message boxes, check the dates and audience choices, and select Save if shown. If the page saves automatically, wait for its confirmation before leaving settings.
Verify the result. Reopen Automatic replies and confirm that the switch, schedule, and message are still set as intended. For a time-limited absence, check that the displayed start and end dates are correct. If you have a second email address or alias, remember that replies are controlled by the mailbox receiving the message, not by the address you happen to use to sign in.

Common Mistakes

Leaving replies on after returning. If you do not set an end time, you may need to turn the feature off manually. A message that says you are away can continue to go out after you are back, so use a schedule when your return date is known. If plans change, update the end date or disable the reply.

Setting the wrong dates or time zone. A start time entered in the mailbox’s time zone may not match your local time while travelling. Review the time zone shown in the schedule and make sure the end date is not earlier than the start date. Setting the end time too early can also make the message stop before your workday is over.

Forgetting the external reply. Internal and external messages may have separate text boxes and switches. Saving a good internal note does not necessarily send anything to customers or other people outside your organization. Conversely, enabling replies to anyone can disclose your absence to people you do not know.

Including unnecessary sensitive information. Do not put passwords, personal travel details, confidential project information, or private phone numbers in a message that may go to external senders. A return date and an approved alternate contact are usually enough.

Assuming every sender receives a reply on every email. Outlook generally limits repeated automatic replies to the same sender during an active absence period. A sender who receives one reply may not get another for each follow-up message. That behavior helps prevent loops and inbox clutter; it does not necessarily indicate a problem.

Tips

Use specific dates instead of phrases such as next week. A reader may open an old message later, and a dated return is less ambiguous.
Keep the message brief and actionable. State that you are away, when you expect to return, whether you will be checking email, and the best alternate route for urgent requests.
Use separate internal and external wording when needed. Coworkers may need a teammate’s name or an internal process, while external contacts may need a general service address instead.
Before a long absence, coordinate with your team about coverage and confirm that the alternate person or shared mailbox is ready. An automatic reply does not forward messages or transfer responsibility by itself.
If Outlook offers calendar options, decide whether you only want to send an email reply or also want meetings declined and your availability blocked. The email message and calendar actions are related settings but do different things.
When the dates are uncertain, set a reminder to revisit the setting. Otherwise, an unscheduled reply may remain active after you return, or a scheduled reply may end before your absence does.

Troubleshooting

You cannot find Automatic replies. Make sure you are signed in to Outlook, not just viewing a browser shortcut or another Microsoft app. Open Settings and search for Automatic replies. Try both the Accounts and Mail sections because the location varies between Outlook layouts. If the option is missing entirely, your organization may manage mailbox settings or your account type may not support the feature in that interface. Ask your Microsoft 365 administrator or use the supported Outlook web experience for your account.

The switch will not stay on or Save is unavailable. Check that the mailbox has finished loading and that the browser is online. Refresh Outlook, reopen Settings, and try again. If the issue continues, sign out and back in, or open Outlook in a current supported browser. For a work or school mailbox, a policy or service issue may prevent changes; report the mailbox and the exact error to your administrator rather than repeatedly changing unrelated settings.

People are not receiving the message. First reopen the setting and verify that automatic replies are enabled for the current date and time. Confirm that the sender is contacting the same mailbox you changed and, for an external sender, that external replies are enabled and the audience choice includes them. Ask the sender to check junk mail, and remember that Outlook may not send the same automatic reply repeatedly to one person during the same absence. Do not use a second email as the only test if it is an address within the same organization; internal and external rules can differ.

The reply starts or ends at the wrong time. Revisit the schedule and compare its time zone with the mailbox’s settings. Adjust the start and end times, save, and reopen the page to confirm the updated values. If you have already returned, turn off automatic replies immediately instead of waiting for a scheduled end time.

You are using a shared mailbox or an account with delegated access. Automatic replies may need to be configured by someone with the right permissions, and the control may not appear when you open the shared mailbox from your own profile. Check that you have permission to manage its settings. If you do, open the shared mailbox itself and make sure its name is the one shown before saving. Otherwise, ask its owner or administrator to set the reply.

Frequently Asked Questions

Is Outlook PWA different from Outlook on the web for automatic replies?
Usually not. The PWA is the Outlook website installed as an app, so it uses the same mailbox settings. The window and navigation can look slightly different, and the setting’s location can vary by layout.

Will the out-of-office message send if I close the PWA?
For a Microsoft 365 or Exchange mailbox with automatic replies enabled, the reply is handled by the mailbox service and normally continues while the PWA is closed. You do not need to keep the app open. Check with your administrator if your organization has unusual mail-flow rules.

Can I set an end date so I do not have to remember to turn it off?
Yes. Enable the option to send replies during a time period and enter the end date and time. Review the time zone and save the setting. If the schedule is not enabled, switch automatic replies off manually when you return.

Can I send different messages to coworkers and external contacts?
Often, yes. Outlook provides separate internal and external reply areas when external replies are enabled. Write only information appropriate for each audience, and choose whether external replies go to contacts only or to anyone if that choice is available.

Does an automatic reply forward my email or decline meetings?
No. An automatic reply informs senders but does not forward their messages to a colleague. Calendar options may let you block availability or decline invitations, but those are separate choices. Set up forwarding or meeting coverage separately if you need it.

Why did a person receive only one reply?
Outlook usually avoids sending repeated automatic replies to the same person for every message during an active absence period. That is expected behavior and helps prevent reply loops. If the person has not received any reply, check the schedule, mailbox, and external audience settings.

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

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