How to Set Out of Office in Outlook on Your Devices

To set an out-of-office message in Outlook, open Automatic Replies, switch them on, write your message, and—if you want—set a start and end time. The exact path depends on whether you use new Outlook, classic Outlook, Outlook on the web, or the mobile app. Set it up before you leave and send yourself a test message if the timing or wording is important.

What You’ll Need

Access to the Outlook account you want to update, plus an internet connection for web or mobile setup.
The dates and times you will be away, if you want replies to start and stop automatically.
A short message explaining when you will return and, if useful, who can help while you are away.
An Exchange or Microsoft 365 work or school account for Outlook’s built-in Automatic Replies feature. Personal Outlook.com accounts may also show the feature. If your account is IMAP or POP, such as some accounts added from another email provider, you may need a rule instead.

Step-by-Step

Identify which Outlook you are using. In Windows, the newer Outlook app is called new Outlook; classic Outlook has the traditional File tab and desktop ribbon. You can also use Outlook in a browser, Outlook for Mac, or the Outlook mobile app. The controls are similar, but their locations are not identical. If you cannot find Automatic Replies, confirm which account is selected and check whether it is a supported account type.
Open the Automatic Replies controls. In new Outlook for Windows, select the Settings gear, open Accounts, and choose Automatic replies. In classic Outlook for Windows, select File > Automatic Replies. In Outlook on the web, select the Settings gear, then open Accounts > Automatic replies. In Outlook for Mac, select Tools > Automatic Replies when that command is available. In the mobile app, tap your profile picture or initials, tap the Settings gear, select the relevant account, and look for Automatic Replies. Labels can vary slightly by app version.
Choose the correct account. If you have more than one mailbox, verify that the settings belong to the address you will be away from. A shared mailbox or a second work account may have separate settings. Do not assume that turning replies on for your primary address also covers other mailboxes.
Turn on automatic replies. Select the switch or option labeled Automatic replies, Send automatic replies, or similar. If the page offers an option to send replies only during a time period, enable it when you have definite dates. If you do not set a schedule, remember that the replies may remain on until you turn them off yourself.
Set the start and end time, if available. Choose the first day and time you want Outlook to respond and the final day and time. Check the time zone and whether the displayed times are local to your device or mailbox. Set the start time before your departure if you want people who email early that day to receive a reply. Set an end time that leaves a small buffer if you will be returning gradually, but avoid promising availability before you can actually respond.
Write the message for people inside your organization. Use the internal message box if Outlook shows separate internal and external boxes. State that you are away, give a realistic return date, and name a colleague or team contact only if they have agreed to handle requests. For example: “I’m away from November 10 through November 14 and will reply when I return on November 17. For urgent order questions, contact the Service Desk.” Keep it brief and do not include confidential details.
Decide whether to reply to people outside your organization. If Outlook offers a separate external-reply option, turn it on only if you need it. Some versions let you reply to all external senders or only people in your contacts. A broader setting can send your message to customers, mailing lists, and unfamiliar addresses, so use the narrowest audience that meets your needs. Write an external message that does not reveal internal staffing or sensitive information.
Review any extra options and save. Some versions include options for calendar events, declined meetings, or sending replies to contacts only. Read each option rather than assuming it affects only the message. Select Save or OK if shown. In classic Outlook, select OK to close the Automatic Replies dialog. In some interfaces, changes are saved as soon as you switch them on or leave the page.
Check that it is active. Reopen the setting and confirm that automatic replies are on and the scheduled dates are correct. If practical, send a message from another account and check the response. Outlook or the mail server may send only one automatic reply to the same sender during an absence period, so repeating the test from the same address may not produce another reply.
Turn replies off when you return if there is no end date. Reopen Automatic Replies and switch them off. If you set an end time, check that it is in the right time zone and that the schedule has actually expired. Update or disable the message sooner if your plans change.

Common Mistakes

Forgetting to set an end date: Without a scheduled end, automatic replies can continue after you return. If you are unsure of your return date, set a reminder to turn them off manually.

Using the wrong mailbox: People with multiple accounts may edit the personal mailbox instead of the work mailbox, or change one account while expecting another to respond. Check the account name before saving.

Writing a vague or overlong message: “I’m away” does not tell people when you will be back or what to do next. Include a return date and a useful alternative contact where appropriate; avoid a long explanation of your travel or personal circumstances.

Sharing too much externally: External messages can reach people you do not know. Avoid travel details, personal phone numbers, confidential project information, or statements that imply nobody is monitoring an urgent issue.

Expecting a reply to every message: Automatic replies are often sent only once to each sender during the configured period. Mailing lists, spam filtering, organization policies, and the sender’s system can also affect delivery. A missing second reply does not necessarily mean the setting is off.

Confusing a calendar status with an email reply: Marking yourself out of office on the calendar or setting a Teams status does not always switch on Outlook email replies. Configure Automatic Replies separately unless your organization’s tools explicitly connect these settings.

Tips

Include exact dates rather than “next week,” which can be unclear to people reading the message later.
Give an alternative contact only when that person or team is prepared to help. For urgent issues, describe the type of request they can handle.
Use separate internal and external messages when available. Coworkers may need more specific coverage details than customers or other outside senders.
If you work across time zones, confirm the schedule in the mailbox’s time zone and tell colleagues the coverage hours that apply.
For a shared mailbox, ask the mailbox owner or administrator to confirm who can configure its replies. Your personal Automatic Replies setting may not control a shared address.
When plans shift, update the message and schedule promptly. A correct automatic reply is more useful than one that says you will return on a date that has passed.

Troubleshooting

There is no Automatic Replies option. First check that you selected the intended account and that Outlook is signed in. Built-in replies depend on the account and service; some IMAP and POP accounts do not provide this server-side feature. Ask your email administrator whether the organization supports automatic replies. If it does not, a rule may be possible for a desktop account, but it is not equivalent in every case.

The reply does not arrive. Confirm that the setting is on, the scheduled start time has passed, and the message is saved. Check the internal or external audience options: a test from an outside address will not trigger an internal-only reply. Try a different sender because Outlook may suppress repeat replies to the same person. Also check junk mail and ask your administrator whether a policy blocks external automatic replies.

The message starts or stops at the wrong time. Reopen the schedule and verify the date, time, and time zone. A device traveling or using a different time zone can make the displayed time confusing. If there is no schedule control, replies may need to be stopped manually. Set an alarm or calendar reminder as a backup.

You use an IMAP or POP account. In classic Outlook for Windows, you may be able to create a rule through File > Manage Rules & Alerts. Rules that send a reply often require a saved reply template, and some rules run only while Outlook is open. Availability and behavior vary by account and Outlook version. Do not rely on a local rule for important coverage without confirming it works while the computer is off or Outlook is closed; ask your provider or administrator about server-side options.

A shared mailbox is not replying. Confirm that you have permission to manage its settings and that you are editing the shared mailbox rather than your own. Some organizations restrict who can enable replies or require an administrator to configure them. If the controls are missing or changes do not stick, contact the mailbox owner or IT team.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook before I leave?

Yes. Turn on Automatic Replies now and set a future start time and an end time. Recheck the schedule and time zone before you leave. If your Outlook account does not offer a schedule, you may need to activate the reply closer to departure and turn it off manually.

Will Outlook send an automatic reply to every email?

Not necessarily. Outlook commonly sends one reply per sender during an absence period rather than one for every message. External reply settings, spam controls, mailing-list behavior, and organization policies can also prevent a reply. This is normal and helps avoid sending repeated messages.

Can I have different messages for coworkers and external senders?

Many Exchange and Microsoft 365 accounts let you write separate internal and external replies. Enable external replies and enter the outside message in its own box. If your version does not show separate boxes, use the options it provides and keep any broadly visible message suitable for unfamiliar recipients.

Does Outlook send out-of-office replies for a Gmail or other IMAP account?

It depends on how the account is connected and which service provides the mailbox. Outlook’s built-in Automatic Replies may not be available for IMAP or POP accounts. Configure the vacation responder in the email provider’s own settings when possible; a desktop Outlook rule may not run when Outlook is closed.

How do I stop automatic replies when I return early?

Open the same Automatic Replies setting for the account, switch the feature off, and save if prompted. If replies are controlled by a scheduled end time, check that the setting is disabled rather than merely waiting for the original date. If you used a rule, disable or remove that rule too.

Do Outlook automatic replies also change my calendar or Teams status?

Not always. Email replies, calendar availability, and Teams presence are separate settings in many organizations. If you need all three to show that you are away, check each service independently and follow your organization’s procedures.

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

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