New Outlook Out of Office Reply: Setup and Scheduling

To set an out of office reply in New Outlook for Windows, open Settings > Accounts > Automatic replies, choose the account, turn on automatic replies, 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. Before you begin, check that your email account supports automatic replies; some connected accounts must be set up through their email provider instead.

What You’ll Need

New Outlook and access to the email account you want to configure.
Your planned absence dates and, if relevant, the time you want replies to begin and end.
A brief message for colleagues and, optionally, a different message for external senders. Avoid including private details such as travel plans or personal contact information.

Step-by-Step

Open Automatic replies. In New Outlook for Windows, select the gear icon in the top-right corner to open Settings. Select Accounts, then Automatic replies. If you have more than one account, make sure you are changing the right one. The setting applies to the selected mailbox, not necessarily every account shown in Outlook.
Check that the feature is available for your account. If the page shows an account selector, choose the mailbox you want to update. If you cannot find Automatic replies or the option is unavailable, your account type or organization may not support managing the feature in New Outlook. See Troubleshooting below; you may need to set the reply on your email provider’s website.
Turn on automatic replies. Switch on the setting labelled Turn on automatic replies or Automatic replies. The exact label can vary as the New Outlook interface changes. Turning the feature on without setting an end time can leave it active until you switch it off yourself, so consider adding a schedule.
Set a start and end time if you know them. Select the option to send replies only during a time period, then enter the start and end dates and times. Check the displayed time zone, especially if you are travelling or your mailbox uses a different time zone. A scheduled start means the reply does not begin as soon as you save if the start time is in the future.
Write the message for people in your organization. In the message box, give the dates you will be unavailable and a practical next step. For example: “I’m away until 18 June and will respond when I return. For urgent order questions, contact Morgan Lee at the support desk.” Keep the wording clear and do not promise a response time you cannot meet.
Decide whether to reply outside your organization. If the page offers an option such as Send replies outside your organization, turn it on only if external senders should receive a response. Depending on the available choices, you may be able to send to everyone or only to people in your contacts. Select the audience that fits your needs.
Write and review the external message. If external replies are enabled, use the separate message box when available. Keep this version general: external senders may include customers, suppliers, and people you do not know. Do not reveal internal staffing arrangements, confidential project information, or details that could create a security risk.
Save or confirm the settings. Select Save if a save button appears, then close Settings. Some versions save changes as you make them; look for a confirmation or check that your choices remain in place after leaving the page. If you edited the wrong account, return to the account selector and correct it before finishing.
Check that the reply is active as intended. Reopen the Automatic replies settings and verify the selected account, dates, message, and external-sender choice. If the start time is now, send a test message from another account you control. Do not rely on a test sent from the same mailbox, because replies to your own messages may not behave like replies to incoming mail from others.

New Outlook for Mac: The layout and available controls can differ by release and account type. Open Outlook settings and select the relevant account to look for Automatic replies. If the control is not available in your version, use your organization’s Microsoft 365 or Outlook on the web settings, or your provider’s own website. In classic Outlook for Mac, the command may instead be under Tools > Automatic Replies; that is a different Outlook interface.

Common Mistakes

Forgetting to set an end date. If no end time is set, automatic replies may continue after you return. Schedule an end time or create a reminder to switch them off.
Using the wrong mailbox. A reply configured for one account does not automatically cover other accounts in the app. Confirm the selected mailbox before saving.
Assuming every sender gets the external message. External replies may be off by default, or limited to people in your contacts. Check the audience options rather than assuming a customer will receive a response.
Putting sensitive information in the message. An automatic reply can go to unfamiliar senders. Share only what they need to know, such as your return date and an approved alternative contact.
Expecting a reply for every email. Automatic replies are not a receipt for each message and are not a substitute for forwarding, delegation, or a shared mailbox. A sender may receive only one reply during an absence, depending on the service.

Tips

Give a useful next step. Include a team address, service desk, or colleague only if that contact has agreed to help and is appropriate for the audience.
Use separate internal and external wording. Colleagues may need more context than customers or other outside senders. Keep external wording concise and suitable for anyone who might email you.
Use an end date even if you expect to return on time. It reduces the chance of sending an outdated message if you forget to turn the setting off. If plans change, update the schedule before the original end time.
Consider your organization’s policy. Some workplaces restrict what can be shared externally or provide approved wording. Follow those requirements and avoid naming a substitute without permission.
Remember that Outlook stays available. Automatic replies do not necessarily stop new mail arriving or mark every message as handled. If you need someone else to manage your inbox, arrange delegation or forwarding separately.

Troubleshooting

I cannot find Automatic replies. Confirm that you are using New Outlook rather than classic Outlook, and check the selected account under Settings > Accounts. Some IMAP, POP, or third-party accounts do not provide automatic replies through Outlook. Sign in to the email provider’s website and look for an automatic vacation or out-of-office setting. For a work or school mailbox, ask your Microsoft 365 administrator whether the feature is enabled.

The reply does not start or stop at the expected time. Reopen the settings and check the schedule, including the date, time, and time zone. A future start time will delay replies, while an end time may be interpreted using the mailbox’s configured time zone. If the schedule is correct but the change has not taken effect, allow a short time for the service to update, then test again from an external account.

People outside the organization are not receiving a reply. Check that external replies are enabled and that the audience is not limited to contacts. Confirm that the message is saved and that the incoming address is genuinely outside your organization; another account on the same company domain may count as internal. Some organizations control external automatic replies centrally, so contact your administrator if the option is missing or locked.

The message is not being sent at all. Check that automatic replies are switched on for the mailbox that received the message. If you use a connected non-Microsoft account, configure the reply at the provider. Ask a sender to check junk mail and confirm the address they used. If the account is managed by work or school, an administrator can check mailbox rules or service restrictions. Do not repeatedly change settings without checking which account is selected.

I changed my return date. Go back to Automatic replies and edit the end time, message, or schedule before the current setting expires. If you are already back and want to stop replying immediately, switch automatic replies off and save. Sending a new message to yourself is not a reliable confirmation; test from another mailbox if you need to verify the result.

Frequently Asked Questions

Does New Outlook send an out of office reply to every email?
Not necessarily. Automatic replies are generally sent according to the mail service’s rules, and a sender may not receive a new response for every message during the same absence. Treat the message as a notice, not a delivery receipt.

Can I set different replies for internal and external senders?
Yes, when your account and version show separate internal and external message boxes. Enable external replies and enter the second message. If you do not see separate fields, your account may not support that option in New Outlook.

Will the reply work if my computer is off?
For supported Microsoft 365 and Exchange mailboxes, automatic replies are typically handled by the mail service, so Outlook does not need to remain open. For other account types, behavior depends on the provider; set the vacation reply on the provider’s website when possible.

Can I set an out of office reply for more than one account?
Usually you need to configure each supported mailbox separately. Return to the account selector, choose another mailbox, and set its reply and schedule. Verify each one rather than assuming a setting carries across accounts.

How do I turn off the reply early?
Open Settings > Accounts > Automatic replies, select the correct mailbox, switch off automatic replies, and save if prompted. If the setting was created on your provider’s website or by an administrator, turn it off there instead.

Is an out of office reply the same as forwarding my mail?
No. It sends an automatic message to qualifying senders; it does not by itself send your incoming messages to another person. Set up forwarding or delegation separately if someone needs to read or handle your mail, and follow your organization’s rules.

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

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