How to Set Out of Office in Outlook for Windows PC

To set an out-of-office reply in Outlook for Windows, open Automatic replies, turn them on, write your message, and—if you know your dates—schedule when they start and stop. The setting is usually saved to your mail account, so it can reply while Outlook is closed. The exact menu depends on whether you use new Outlook or classic Outlook, and some account types do not support automatic replies.

What You’ll Need

Outlook for Windows and access to the mailbox you want to update.
Your absence dates and times, if you want the reply to start and end automatically.
A short message explaining when you will return and, if appropriate, who to contact while you are away.
An Exchange, Microsoft 365, or other account that supports server-side automatic replies. If the setting is unavailable, see the troubleshooting section.

Step-by-Step

Check which Outlook you are using. New Outlook has a Settings gear near the top-right corner and a simplified layout. Classic Outlook has a File tab at the top-left. Follow the matching steps below; the labels differ, but both versions can offer an Automatic replies setting for supported accounts.
Open Automatic replies in new Outlook. Select the Settings gear, then go to Accounts > Automatic replies. If Outlook asks you to choose an account, select the mailbox that should send the response. With several accounts, check the address carefully: setting a reply on one mailbox does not necessarily set it on your other accounts.
Open Automatic Replies in classic Outlook. Select File > Automatic Replies. If you do not see Automatic Replies, your account may not support the feature in classic Outlook. Do not assume that creating an email rule is equivalent to enabling the server-side setting; check the troubleshooting guidance below first.
Turn on the automatic response. In new Outlook, switch on Automatic replies or Turn on automatic replies. In classic Outlook, select Send automatic replies. The wording can vary slightly by update. If there is a date-range option, leave it off only if you intend to turn replies off manually later.
Set the start and end time if you want a schedule. Select the option to send replies only during a specified time period, then enter the start and end dates and times. Use the time you actually want messages to begin and stop, not simply the first and last days of a trip. For example, if your leave starts Monday morning and you want the reply active before the workday begins, set the start time accordingly. Check the time zone indicated by your Outlook or Windows setup, especially if you are travelling or managing a mailbox in another region.
Write the message for people inside your organization. In classic Outlook, use the Inside My Organization tab. In new Outlook, look for the internal-reply message area. Keep the text useful and brief: say that you are away, when you expect to return, and who can help with urgent matters. For example: I am away from email until 14 July and will respond when I return. For urgent billing questions, contact the Finance team. Avoid including private travel details or information that should not be shared widely.
Decide whether to reply to people outside your organization. In classic Outlook, open Outside My Organization, select the option to send automatic replies to external people, and choose whether to reply only to your contacts or to anyone outside the organization. In new Outlook, use the equivalent external-replies control if it appears. Add a separate external message if needed; an internal note may mention names, extensions, or processes that outside senders should not see. If you do not want external senders to receive a response, leave this option off.
Review and save the settings. Check the message for spelling, the return date, and any contact details. Then select Save in new Outlook or OK in classic Outlook. If you set a date range, confirm the schedule is enabled as well as the reply itself. Close the settings window only after saving.
Confirm that the reply is active. Reopen the setting and check the selected mailbox, on/off state, schedule, and message. If your start time is in the future, the reply may not be sent immediately; that is expected. You can also ask a trusted person outside your organization to send a brief test message after the start time. Avoid repeatedly testing from the same address, because Outlook may not send a separate automatic reply for every message from one sender.
Turn replies off when you return, if they are not scheduled to end. Go back to the same Automatic replies setting and switch it off, or in classic Outlook choose File > Automatic Replies > Do not send automatic replies. If you set an end time, verify that the schedule has expired rather than leaving an unintended reply active.

In many Microsoft 365 and Exchange setups, the reply is stored with the mailbox and works even when Outlook is closed. That is different from a client-side rule, which may rely on classic Outlook staying open. If your account is hosted by a separate provider, its webmail settings may be the most reliable place to configure an absence message.

Common Mistakes

Setting the wrong account. A person with a work mailbox and a personal mailbox can easily enable replies on the wrong one. Check the account address before saving, and configure each mailbox separately if both need a message.
Forgetting the end date or manual shutoff. If you do not select a schedule, the reply can remain on after you return. Set an end time when possible, or add a calendar reminder to switch it off.
Writing an internal message for external readers. Internal wording can disclose staff names, direct contact information, or company procedures. Use the separate external message controls when available, and share only details appropriate for anyone who emails you.
Expecting a reply to every email. Automatic replies are commonly limited to one reply per sender during an active period, to reduce duplicate messages and mail loops. They are not a substitute for a delivery receipt or a promise that each message has been read.
Using a rule when server-side replies are available. A rule-based workaround can behave differently, may not run while Outlook is closed, and can create unwanted replies. Prefer Automatic replies in Outlook or your provider’s mailbox settings whenever that feature is available.

Tips

Give a clear return date. A specific date is more helpful than saying you are away for a while. If your return date is uncertain, say when people can expect an update instead of promising a date you may miss.
Offer a useful alternative. Include a team inbox or colleague only if they have agreed to handle the work. Check that the address is correct and that external senders are allowed to contact that person or team.
Keep the message brief. A few sentences are usually enough: absence, return timing, and an appropriate urgent contact. You do not need to explain why you are away.
Use a separate external message. External senders may include customers, vendors, mailing lists, and people you do not know. A neutral response can confirm that you are away without revealing internal schedules or sensitive information.
Schedule a small buffer if necessary. If you want people to receive a reply before your first day away, set the start time to match that plan. Likewise, an end time at the beginning of your return day may stop replies before you have had time to catch up; choose the timing deliberately.
Check other channels separately. Outlook automatic replies do not automatically update your Teams status, calendar availability, or a shared support mailbox. Set those separately if your workplace expects them.

Troubleshooting

Automatic Replies is missing

First check that you are in the correct Outlook version and have selected the right account. In classic Outlook, the option at File > Automatic Replies is generally available for Exchange or Microsoft 365 accounts. If the mailbox is a POP or IMAP account, or is provided by another email service, Outlook may not offer server-side automatic replies. Check the provider’s webmail or account settings for an out-of-office feature. You can also ask your organization’s Microsoft 365 administrator whether the mailbox supports the feature.

The reply does not send

Reopen Automatic replies and verify that the setting is on, the correct mailbox is selected, and the start time has passed. Check that the message was saved and that the sender is not being excluded by an external-reply setting. Some systems do not send replies to junk mail, blocked senders, or certain automated messages. If you use an account hosted outside Microsoft 365, test its provider-side settings or contact the provider. Allow for the time zone and a brief delay before concluding that the schedule failed.

People outside the organization do not receive a reply

In classic Outlook, revisit the Outside My Organization tab and confirm that external replies are enabled. If it is set to contacts only, a sender who is not in your contacts may not receive a message. Choose the broader external option only if it is appropriate for your organization. In new Outlook, check the external-reply control and make sure the external message is not blank or disabled.

The reply keeps appearing after you return

Check whether the date range was enabled and whether its end date and time are correct. If no schedule was set, turn off Automatic replies manually. If the reply is being sent by an Outlook rule instead, open Home > Rules > Manage Rules & Alerts in classic Outlook and disable or remove the relevant rule. Do not leave both a rule and server-side automatic replies active unless you intend to use both.

A rule-based workaround is required

Use this only when your mail provider does not offer automatic replies and you understand that it may require classic Outlook to remain open and connected. Create a reply template first: select New Email, write the message, then choose File > Save As and save it as an Outlook Template (*.oft). In classic Outlook, go to Home > Rules > Manage Rules & Alerts > New Rule, choose Apply rule on messages I receive, and proceed without selecting conditions only if you truly want it to apply to every incoming message. Choose the action reply using a specific template, select the saved template, finish the wizard, and enable the rule. Rules that reply to all mail can respond to unwanted messages or create confusing exchanges, so use a provider’s built-in absence feature if one is available.

Frequently Asked Questions

Will Outlook send my out-of-office reply if the app is closed?

Usually, yes, when Automatic replies is configured on a supported Exchange or Microsoft 365 mailbox. The mailbox service handles the response. A rule-based workaround is different and may require classic Outlook to be running and connected.

Can I set different messages for coworkers and external senders?

Yes, when your Outlook version and account provide separate internal and external reply fields. Classic Outlook has Inside My Organization and Outside My Organization tabs. New Outlook offers corresponding controls in Automatic replies for supported accounts.

Can I set up the reply for another person’s mailbox?

Only if you have the necessary access and the mailbox is available in your Outlook account. Select the mailbox itself in Automatic replies rather than assuming that your own setting applies to it. If it is a shared mailbox and the option is unavailable, ask your Microsoft 365 administrator or use the mailbox’s supported web settings.

Why did the same person not get a new reply for every email?

Outlook and Exchange commonly avoid sending the same automatic response repeatedly to one sender during the active period. This prevents inbox clutter and automatic mail loops. The feature is intended to notify correspondents that you are away, not acknowledge every individual message.

Does setting an out-of-office reply change my calendar?

Not necessarily. An automatic reply and a calendar event are separate settings. Add an appointment or out-of-office event to your calendar if coworkers need to see your availability, and update Teams separately if your organization uses it.

Can I use these steps on a Mac or Outlook on the web?

The instructions above are for Outlook for Windows. Outlook for Mac and Outlook on the web have different menu layouts, although supported accounts can also provide Automatic replies. Look in the app’s settings for the mailbox’s automatic-reply control, and verify the selected account and schedule before saving.

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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