Out of Office in Outlook: Set Up Automatic Replies

To set an out-of-office message in Outlook, open Automatic replies, turn them on, write your message, and choose when it should run. You can set separate replies for coworkers and external senders. The steps below cover Microsoft 365 on Windows, Outlook for Mac, and Outlook on the web; if you are following an Outlook video, match its instructions to the version you have open because the menus differ.

What You’ll Need

An Outlook account that supports server-based automatic replies. Microsoft 365 work or school accounts and many Exchange accounts have this feature. Some personal, POP, or IMAP accounts may not.
Access to Outlook on your computer or in a browser, and permission to change settings for the account.
Your dates and times away, plus a short message explaining when you will return and who to contact if something is urgent.

You do not need to keep Outlook open when automatic replies are configured on the mail server, as they are for most Microsoft 365 and Exchange accounts. If the setting is missing, check the account type before trying to write a rule.

Step-by-Step

Check which Outlook you are using. Outlook for Windows may be the new Outlook or classic Outlook. The new version usually has a simplified interface and a Settings gear; classic Outlook has a File tab in the upper-left corner. Outlook for Mac and Outlook in a browser have their own menus. If a video shows a different layout, use the instructions for the matching version rather than looking for a button in the wrong place.
Open automatic-reply settings in new Outlook for Windows. Select the Settings gear, then go to Accounts > Automatic replies. If Outlook lists more than one account, select the account for which you are going away. Turn on Automatic replies. The wording or location can vary slightly as Microsoft updates Outlook, but look under the selected account’s settings for Automatic replies.
Use the classic Outlook for Windows route if you have a File tab. Select File > Automatic Replies. In the dialog, choose Send automatic replies. If you want replies to start and stop at specific times, check Only send during this time range and enter the start and end. If you leave that option unchecked, the reply stays on until you return to this dialog and turn it off.
Open the setting on a Mac or in a browser. In classic Outlook for Mac, look under Tools > Automatic Replies. In new Outlook for Mac, open Outlook > Settings > Accounts, choose the account, and look for Automatic replies. In Outlook on the web for a work or school account, select the Settings gear and look under Accounts > Automatic replies; some layouts place it under Mail > Automatic replies. For Outlook.com, check Settings > Mail > Automatic replies. If the menus differ, use the Settings search box for Automatic replies.
Set a start and end time, if offered. Turn on the option to send replies only during a time period, then enter the date and time you will leave and the date and time you expect to return. Check AM or PM and the time zone, especially if you are traveling or manage the mailbox from another region. The end time is when Outlook stops sending replies, so set it to the time you are back or shortly before you resume normal work. If your version does not offer scheduling, turn replies on when you leave and remember to switch them off yourself.
Write the message for people inside your organization. In classic Outlook, use the Inside My Organization tab. In other versions, enter the internal message in the provided box. State that you are away, when you expect to return, and where colleagues should direct urgent work. For example: I am away until Tuesday, 12 May. For urgent order questions, please contact Jordan Lee at the support desk. Keep the message useful and avoid putting confidential travel, customer, or account details in it.
Decide whether to reply to people outside your organization. If the option is available, enable external replies and write a separate, more limited message. You may be able to send it to all external senders or only to people in your contacts. Choose the contacts-only option when it meets your needs and is available. External messages can reach vendors, mailing lists, and unfamiliar senders, so do not disclose private information or imply that someone is monitoring your inbox unless that is true.
Save or confirm the settings. Select Save, Done, or OK, depending on the Outlook version. In classic Outlook, close the Automatic Replies dialog with OK. Reopen the setting briefly to confirm the switch is on, the dates are right, and both message boxes contain the intended text. A typed message is not necessarily active until you confirm or save the dialog.
Check the result without relying only on your own inbox. Ask a colleague or a trusted personal address to send a simple test message, or check with your organization’s IT team about a safe test method. Outlook and Exchange commonly send only one automatic reply to a given sender during an away period, so a second test from the same address may not produce another response. Confirm the schedule and message settings if you do not see a reply; do not send repeated tests to customers or mailing lists.

When you return, check the setting again if you did not schedule an end time. In new Outlook, Mac, and web versions, turn off the Automatic replies switch and save. In classic Outlook for Windows, select File > Automatic Replies, choose Do not send automatic replies, and select OK.

Common Mistakes

Using the wrong Outlook instructions: New Outlook and classic Outlook do not have identical menus. Identify your version first rather than assuming every screen has a File tab or Settings gear.
Forgetting to set an end time: If you enable replies without a schedule, they may continue after you return. Either schedule the end or set a calendar reminder to turn the feature off.
Entering the wrong date, time, or time zone: A start time in the past or a return date entered in the wrong month can make the message activate too early or stay on too long. Review the complete range before saving.
Writing one message for every audience: A detailed internal handoff may reveal more than an external sender needs to know. Use a separate external reply when Outlook offers it.
Assuming the feature works for every mailbox: The Automatic Replies command is usually tied to Exchange or Microsoft 365. A personal POP or IMAP setup may not provide it, even if you can send and receive email normally.
Testing repeatedly from the same address: A missing second test response does not necessarily mean the feature failed. Many Exchange setups limit replies to once per sender during the absence period.

Tips

Give a clear return date rather than saying only that you are away. If your return is uncertain, say when you expect to provide an update instead of promising a date you cannot meet.
Name an alternate contact only after confirming that person has agreed to cover. Include a role or shared mailbox where helpful, but do not provide personal contact details unnecessarily.
Keep external replies brief. A simple absence notice and a general contact route are usually enough; avoid confirming sensitive details such as exact travel plans or account information.
Consider whether you need external replies enabled at all. If you do, use the contacts-only setting when suitable and review the wording as if it could be forwarded beyond its intended recipient.
When setting a reply for a shared mailbox, make sure you are changing the shared mailbox rather than your own account. If you cannot access its settings, ask the mailbox owner or Microsoft 365 administrator for the correct permissions.
If you will be away for a long time, make sure your calendar, team handoff, and email reply give consistent return information. Automatic replies do not delegate tasks or automatically reschedule meetings.

Troubleshooting

There is no Automatic Replies button. First confirm that you selected the correct account in Outlook’s account settings. Then check whether it is a Microsoft 365 or Exchange account. A POP or IMAP account may not support server-side automatic replies. For a work mailbox, your organization’s administrator can confirm the account type or whether the feature is restricted. Classic Outlook rules can sometimes imitate a reply for unsupported accounts, but they are not equivalent: they may require Outlook to remain open and connected, and a poorly configured rule can reply repeatedly or expose information. Ask IT before using one.

The message did not activate at the expected time. Reopen Automatic replies and verify that the switch is on, the schedule is enabled, and the start and end are correct. Check whether Outlook is displaying local time or another time zone. If you have multiple accounts, make sure you changed the mailbox receiving the test email. For a work account, server or policy settings can also affect delivery, so contact your administrator if the configuration looks correct.

The sender did not receive a reply. Ask whether that sender has already received one during the current away period; many Exchange configurations do not send another for every message. Check the sender’s junk or quarantine folder, and confirm that external replies are enabled if the sender is outside your organization. Do not assume the absence of a test response proves that no one else receives replies; have IT verify the setting if the test matters.

The wrong message appeared or replies continued after you returned. Open the setting for the affected mailbox and inspect both the internal and external text, along with the end time. Turn replies off if they should stop immediately. If you changed the setting but the old message still appears, confirm that you saved it and that the sender emailed the same mailbox, not an alias or a different account. For ongoing problems in a work account, provide your administrator with the mailbox and the time of a test message.

Frequently Asked Questions

Does Outlook have to stay open for automatic replies to work?
Usually not for Microsoft 365 and Exchange accounts, because the replies are handled by the mail server. A rule used with some POP or IMAP accounts may depend on Outlook being open and connected.

Can I set an out-of-office reply from my phone?
Yes, if the Outlook mobile app shows the option for your account. Open the app’s Settings, select the relevant account, and look for Automatic Replies. Menu labels can vary by app version; you can also set it in Outlook on the web.

Can I send different replies to coworkers and external contacts?
Often, yes. Outlook provides separate internal and external message fields for supported accounts. External reply controls vary, and some versions let you limit replies to people in your contacts.

Will Outlook reply to every email from the same person?
Generally, no. Exchange commonly sends one automatic reply to each sender during the active absence period rather than replying to every message. The exact behavior can depend on the account and organization settings.

What if I do not know my exact return date?
Use an honest estimate or say that you are away and will respond when available. If you schedule an end time, choose a date you can review and update. Avoid giving a definite return promise if it may change.

Can I set automatic replies for a shared mailbox?
Often, but you need the required permissions and must open the shared mailbox’s settings, not just your personal account’s settings. If the option is unavailable, ask the mailbox owner or administrator to configure it.

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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