How to Set an Out of Office Reply in Outlook Web

To set an out-of-office reply in Outlook on the web, open Settings, find Automatic replies, turn them on, write your message, and save. You can also schedule when replies start and stop, and choose whether people outside your organization receive a separate message. The exact settings category can differ between a work or school account and a personal Outlook.com account.

What You’ll Need

Access to the Outlook mailbox you want to update, through a supported web browser.
Your planned start and end dates and times, if you want the reply to run only while you are away.
A short message explaining when you will return and, if useful, whom to contact for urgent matters.

Step-by-Step

Sign in to Outlook on the web. Open Outlook in your browser and sign in with the account that should send the replies. Check the address or profile shown in Outlook if you have more than one mailbox; setting a reply in one account does not automatically set it for another. This guide is for the web version, not the Outlook desktop app.
Open the automatic-reply settings. Select the gear-shaped Settings button near the upper-right corner. For many Microsoft 365 work or school accounts, go to Accounts > Automatic replies. In some Outlook on the web layouts, the route is Mail > Automatic replies; personal Outlook.com accounts may show it under Mail. If the category is not obvious, use the search box in Settings and search for “automatic replies.”
Turn on automatic replies. Select the switch or checkbox labelled Turn on automatic replies or Automatic replies on. The setting may be off by default. Do not close Settings yet: enabling the feature is not enough if you have not entered and saved the message.
Choose whether to set a time period. To schedule your absence, select the option to send replies only during a time period, then enter the start and end date and time. Check both values carefully, including AM or PM where shown. Outlook uses the time zone associated with your mailbox or account settings, so verify the displayed time zone if you work across regions. If you leave the schedule option off, replies may continue until you return to this page and turn them off.
Write the message for people in your organization. Enter a clear reply in the message box. State that you are away, when you expect to return, and an alternative contact or team if someone needs help sooner. Keep it suitable for anyone who may email you, and avoid sharing private travel or personal details. If the editor offers formatting controls, simple text is usually easiest to read on phones and in different email programs.
Decide whether to reply to people outside your organization. If an external-reply option is available and you want to use it, enable Send replies outside your organization and enter a separate message. Some accounts let you limit external replies to people in your contacts; choose that option if you do not want to send your absence notice to every external sender. If you leave external replies disabled, people outside your organization will not receive the automatic message, even if internal colleagues do.
Review any meeting or calendar options. Some work or school accounts offer controls to block your calendar or automatically decline new and existing meetings during the scheduled period. These options are separate from the email reply itself. Read each label before enabling it: declining meetings may affect invitations, and blocking the calendar can change how your availability appears to colleagues. Leave them off if you only want to send an email response.
Save the settings and confirm they are active. Select Save if the page has a Save button. Some layouts save automatically or show a confirmation after you change the switch; follow the prompt displayed in your account. Reopen Automatic replies or check the status to confirm the feature is on and the dates and message are correct. If the settings panel has a close button, use it only after saving or seeing confirmation.

Common Mistakes

Forgetting to save: Typing a message does not always activate it. Look for a Save button, confirmation banner, or on/off status before leaving the settings. If you are unsure, reopen the page and check that the message remains.

Leaving out the end date: An unscheduled reply can keep running after you return. If the page lets you set a time period, enter both the start and end. Otherwise, make a reminder to switch the reply off on your return date.

Confusing internal and external messages: An internal message does not necessarily go to customers, suppliers, or other people outside your organization. Check the external-reply setting and compose that message separately when needed.

Using the wrong mailbox or time: Shared mailboxes and multiple signed-in accounts have their own settings. Also check the time zone and AM/PM before saving, especially when scheduling from a different region.

Including sensitive details: Automatic replies can reach people you do not know, especially if external replies are enabled. Do not include passwords, detailed travel plans, or confidential work information.

Tips

Make the return date specific. “I will return on Tuesday, 14 May” is clearer than “I will be back next week.” If your return is uncertain, say when you expect to respond rather than promising a firm time.
Give an actionable alternative. Include a colleague’s name, team address, or support channel only if they have agreed to handle requests. For urgent issues, explain what counts as urgent and where to send them.
Keep the internal and external versions appropriate. Colleagues may need more detail about work coverage, while external contacts may need only a general return date and a public contact route.
Set the start time with a small buffer. If you need the reply active before your first day away, schedule it to begin shortly before you leave. Confirm the time zone so it does not start hours early or late.
Test your wording without relying on a test email. Automatic replies are generally limited so senders are not flooded with repeated notices. Review the saved text in Settings instead of repeatedly emailing your own account to test delivery.
Remember other devices and mailboxes. The web setting applies to the mailbox, not just the browser tab. If you manage a shared mailbox, set its reply separately and make sure you have permission to change its settings.

Troubleshooting

I cannot find Automatic replies. Confirm you are signed in to Outlook on the web rather than another Microsoft app. Open the gear icon and search Settings for “automatic replies.” The category can appear under Accounts or Mail depending on the account and interface. If it is still missing, your organization may manage the setting or restrict it; ask your Microsoft 365 administrator or help desk.

The reply is not being sent. Reopen the settings and verify that automatic replies are on, the current time falls inside the scheduled period, and the message was saved. If you expected an external sender to get a reply, confirm that external replies are enabled and that the sender meets any contacts-only restriction. A sender may not receive a new reply for every message they send while the automatic reply is active, so repeated tests from the same address can be misleading.

The reply started or ended at the wrong time. Check the start and end values, including the date, clock time, and AM/PM. Review the mailbox time zone if the option is available in your account settings. Correct the schedule, save again, and check the active status. If the end time has passed and the reply remains on, turn it off manually.

My message appears incorrectly or has unwanted formatting. Edit the text in the automatic-reply box and remove unnecessary formatting, pasted signatures, or large blocks of copied content. Save the revised version. If your organization inserts a standard signature or disclaimer, check with the administrator before trying to remove it.

People still see me as available or meetings are not handled as expected. An email auto-reply does not by itself guarantee that your calendar is blocked or invitations are declined. Return to the settings and review the calendar and meeting controls, if available. You may also need to update your Outlook calendar separately, particularly if you need colleagues to see your absence as an event.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook on the web from my phone?
Yes, you can open Outlook in a mobile browser and use its Settings if the full options are available. The layout may be condensed; if you cannot find the controls, use a desktop browser or the Outlook app’s account settings.

Do I need to leave Outlook open for the reply to work?
No. Once the automatic reply is saved and active, it is handled by the mailbox service. You do not need to keep the browser open or your computer running.

Can I use different messages for coworkers and external contacts?
Often, yes. When the account offers an external-reply option, it provides a separate message box. If that option is unavailable, your organization or account type may not support separate messages.

Will Outlook send a reply for every email someone sends me?
Usually not. Automatic replies are generally limited to avoid sending repeated notices to the same person during an absence. Do not use repeated emails as a reliable delivery test.

How do I turn the reply off when I return?
Open Settings and return to Automatic replies, then switch the feature off and save if prompted. If you set an end time, Outlook should stop replying after that time, but check the status if you return early or the schedule was entered incorrectly.

Can I set an out-of-office reply for a shared mailbox?
Possibly, if you have the required access and your organization allows it. Open or add the shared mailbox, then check its own Automatic replies settings. A reply configured on your personal mailbox will not automatically cover the shared address.

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

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