How to Set an Out of Office Reply in Outlook 365

To set an out of office reply in Outlook 365, open Automatic Replies, switch them on, write your message, and—if you want—set a start and end time. You can create separate replies for people inside and outside your organization. Before you begin, check which Outlook version and account you are using, because the menu path varies slightly.

What You’ll Need

Access to the Outlook account that should send the reply. If you have several accounts, make sure you select the right one.
A short message explaining when you are away and, if useful, who to contact while you are unavailable.
Your planned return date and time if you want Outlook to turn replies off automatically. Check the time zone used by your mailbox.

Automatic Replies are supported for Microsoft 365 work or school accounts and Outlook.com accounts. If your account is connected using POP or IMAP, the Automatic Replies control may not be available; see Troubleshooting below.

Step-by-Step

Open the Automatic Replies setting.
Choose the instructions for the Outlook version you are using:
- Outlook on the web: Sign in to Outlook in your browser, select the gear-shaped Settings button, then select View all Outlook settings. Open Mail > Automatic replies.
- New Outlook for Windows: Select the gear-shaped Settings button, then open Accounts > Automatic replies. If your layout shows a different Settings organization, use the Settings search box for Automatic replies.
- Classic Outlook for Windows: Select File > Automatic Replies. If the File tab or Automatic Replies button is missing, you may be using new Outlook or an account type that does not support the feature.
- Outlook for Mac: In classic Outlook, select Tools > Automatic Replies. In new Outlook for Mac, open Outlook > Settings, select the relevant account, and look for Automatic Replies. The exact Settings layout can vary by app update.
In Outlook on the web or new Outlook, check that the account shown in Settings is the mailbox you intend to update. In classic Outlook, the Automatic Replies window applies to the selected Exchange or Microsoft 365 mailbox.
Turn on automatic replies.
Select the switch or option labelled Turn on automatic replies, Send automatic replies, or similar. The wording depends on the version. If you do not want to set a schedule, leave the replies on until you return and turn them off yourself. If you see a choice between sending replies immediately and scheduling them, choose the option that suits your plans.
Set the time period, if you want replies to start and stop automatically.
Choose a start date and time and an end date and time. The start is when Outlook begins sending replies; the end is when it stops. Check the displayed time zone and avoid assuming the schedule uses the time zone where you will be travelling. If your plans change, return to the setting and edit the schedule or switch replies off.

In classic Outlook for Windows, select Only send during this time range and enter the start and end values. In other versions, use the schedule controls shown with the Automatic Replies switch. If you do not see scheduling controls, you can enable replies manually and remember to disable them on your return.
Write the reply for people in your organization.
Enter a concise message in the internal-reply box. Include the dates you will be away, when you expect to respond, and an alternative contact if one is available. For example: I’m away from 12 to 16 August and will reply when I return on 19 August. For urgent requests, contact Jordan Lee at the support desk. Use dates rather than a vague phrase such as soon if readers need to know when to follow up.

Some versions provide a formatting toolbar. Keep the message readable and avoid relying on complex formatting, images, or attachments; they may not display consistently for recipients.
Decide whether to send a reply outside your organization.
If the setting is available, enable replies to people outside your organization and write a separate external message. You may be able to choose to reply only to external senders in your contacts or to all external senders. Choose the contacts-only option when you want to limit who receives the message. In classic Outlook, the external-replies option may be labelled Outside My Organization.

Keep external replies general. Do not include confidential project details, personal travel information, internal phone numbers, or sensitive account data. The message can go to anyone who emails you if you choose all external senders, including mailing lists or unfamiliar addresses.
Save or confirm your settings.
Select Save or OK if the screen provides a button. In classic Outlook, select OK to close the Automatic Replies window. Some web and new Outlook versions save changes as you make them; wait for the saving indicator or confirmation before closing Settings.
Check the result.
Reopen Automatic Replies and confirm the switch, dates, and both message boxes are as intended. If you set a future start time, the setting can be enabled while no reply is sent yet; that is expected. You can also ask a colleague to send a test message after the start time, but do not rely on repeated tests from the same address: Outlook generally sends one automatic reply to a sender during an active period, rather than a reply to every message they send.

Common Mistakes

Forgetting to switch replies off: If you did not set an end time, the reply can keep sending after you return. Use a scheduled end or add a reminder to turn it off.
Choosing the wrong mailbox: People with multiple work, school, or personal accounts can easily enable replies for the wrong account. Verify the account address before saving.
Leaving the external reply enabled unintentionally: An external message can disclose that you are away to people you do not know. Review the audience setting and the message before switching it on.
Using unclear dates: Phrases such as next Monday can be ambiguous, especially across regions. Include the date and, where useful, the day you expect to return.
Expecting a reply to every email: Automatic Replies are not a delivery receipt and generally do not send a new response every time the same person writes. Test with a different account if you need to verify delivery.
Closing Outlook to solve a scheduling problem: Microsoft 365 and Outlook.com automatic replies are normally handled by the mailbox service, not by keeping the desktop app open. This differs from some workarounds using rules with POP or IMAP accounts.

Tips

Give a useful next step. Name a backup person or shared team inbox and say what kinds of requests they can handle. Confirm that the person or team is prepared to receive them.
Use separate internal and external wording. Colleagues may benefit from a direct internal contact, while people outside your organization usually need only a general return date and public contact route.
Keep the reply brief. A few sentences are usually enough: absence dates, expected response timing, and an alternative contact. Put the most important information first because recipients may read the message quickly.
Plan for travel across time zones. Set the start and end according to the time shown in Outlook. If you are unsure, verify the mailbox time zone in Outlook settings before scheduling.
Update it if plans change. If you return early, edit the end time or turn replies off. If you extend your absence, adjust the end date and notify your backup contact as appropriate.
Remember shared mailboxes. If the reply should come from a shared mailbox, open that mailbox and change its Automatic Replies rather than changing your personal account. You may need permission to manage its settings.

Troubleshooting

I cannot find Automatic Replies. First confirm that the correct account is selected and search Settings for Automatic replies. In classic Outlook for Windows, check File > Account Settings > Account Settings to identify the account type. The feature is normally available for Exchange, Microsoft 365, and Outlook.com mailboxes, but may not be available for a POP or IMAP account. Contact your organization’s Microsoft 365 administrator if a work mailbox should support it but the control is missing.

The reply did not arrive. Confirm that replies are turned on, that the current time falls within the scheduled period, and that the message was saved. Check the recipient’s junk folder and ask whether they have already received an automatic reply from you during this period. Some organizations also restrict external automatic replies, so ask your administrator whether an Exchange policy is blocking them.

The reply went to internal senders but not external ones. Reopen the external-reply section and verify that external replies are enabled and that the audience includes the sender. A contacts-only setting will not cover every outside address. Your organization may also disable external automatic replies as a security measure.

The dates or times seem wrong. Review the schedule and mailbox time zone, then save the corrected values. If a future start is selected, a test sent before that time will not receive the message. If the reply keeps sending past the expected end, confirm the end date and time and whether you are editing the same mailbox that received the test.

A rule-based workaround is not working. Rules for POP or IMAP accounts are not the same as server-side Automatic Replies. Depending on the rule and account, Outlook may need to remain open and connected for a rule to run, and a local rule may not work from another device. If this is a managed work account, ask IT about server-side options rather than relying on a desktop rule.

Frequently Asked Questions

Can I schedule an out of office reply in Outlook 365?
Yes. Turn on Automatic Replies and set a start and end time if your Outlook version provides scheduling. In classic Outlook for Windows, select Only send during this time range. If scheduling is unavailable, turn replies on manually and remember to switch them off.

Can I use different messages for coworkers and outside contacts?
Yes. Outlook supports separate internal and external messages when the account and organization settings allow them. Enable external replies only if you want people outside your organization to receive a message, and review the audience choice.

Will Outlook send an automatic reply to every email?
Usually not. Outlook generally sends one automatic reply to each sender while Automatic Replies are active, rather than sending another for every message from that person. This helps prevent a loop of repeated replies.

Do I have to leave Outlook open?
For Microsoft 365, Exchange, and Outlook.com Automatic Replies, usually no; the mailbox service sends the response. A workaround based on a local rule for a POP or IMAP account may require Outlook to be open and connected.

Can I set an out of office reply from my phone?
Outlook mobile availability and menu labels can vary by app version and account. If you do not see Automatic Replies in the account settings, use Outlook on the web or the desktop instructions above, then check the saved status there.

How do I turn the reply off when I return?
Open the same Automatic Replies setting for the relevant account and switch it off, or let a scheduled end time turn it off. Confirm the change was saved, especially if you are managing a shared mailbox.

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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