How to Set an Out of Office Reply in Microsoft Outlook

To set an out-of-office reply in Outlook, open Automatic Replies, turn them on, write your message, and—if available—choose when they should start and stop. The exact menu depends on whether you use classic Outlook for Windows, new Outlook, Outlook on the web, or Outlook for Mac. Set the reply before you leave and check the dates and recipient options so people get the right information.

What You’ll Need

Access to the Outlook account you want to set up, with permission to manage its settings.
A ready-to-use message stating when you will be away and, if appropriate, who to contact instead. Avoid including sensitive details.
If you want replies to start and end automatically, your account must offer a time-period option. Microsoft 365 work or school accounts and Exchange accounts generally support automatic replies. Outlook.com accounts have their own automatic-reply settings. A POP or IMAP account may not support Outlook’s built-in Automatic Replies feature.

Step-by-Step

Identify which Outlook version and account you are using. In Windows, classic Outlook has a File tab on the ribbon; new Outlook has a Settings gear and a simplified interface. You can also set replies in Outlook on the web by signing in to your Microsoft 365 or Outlook.com mailbox in a browser. On Mac, use Outlook’s Tools menu. The labels below may vary slightly as Microsoft updates its interface.
Open Automatic Replies.
- Classic Outlook for Windows: Select File > Automatic Replies. If the button is not shown, your selected account may not support the built-in feature.
- New Outlook for Windows: Select the Settings gear, open Accounts, select Automatic replies, and choose the account you want to configure. In some builds, the setting may appear under the selected account’s settings.
- Outlook on the web: Select the Settings gear, then Accounts > Automatic replies. For a work or school mailbox, make sure you are signed in to the correct organization account.
- Outlook for Mac: Select Tools > Automatic Replies. If you have more than one account, select the correct one in the dialog or account selector.
Turn on automatic replies. In classic Outlook for Windows, select Send automatic replies. In newer Outlook and web settings, switch on Automatic replies or Turn on automatic replies. On Mac, enable the option to send automatic replies. Keep the setting off until you are ready if you are drafting the message in advance and the interface does not offer a separate schedule.
Set a start and end time if the option is available. Select the option to send replies only during a specified time period, then enter the start and end date and time. Use the correct time zone and check whether the end time means the moment the reply service turns off. Scheduling is useful because you do not have to remember to disable the reply when you return. If your version has no scheduling controls, turn replies off manually when you are back.
Write the message for people inside your organization. In classic Outlook, type it in the Inside My Organization box. In other versions, use the internal-reply field if it is shown. Keep it brief and useful: say that you are unavailable, give your expected return date if known, and name an alternate contact for urgent matters. For example: “I’m away from November 10 through November 14 and will reply when I return. For order questions, contact Jordan Lee at the service desk.” Do not promise a response time you cannot meet.
Decide whether to reply to people outside your organization. If the option appears, enable external replies and choose the intended audience. Some versions let you reply only to people in your contacts; others also let you reply to anyone outside the organization. A contacts-only setting is a sensible choice when you want to limit disclosure. Use a separate external message if outside senders need different instructions. Never include confidential company details, travel plans, personal phone numbers, or information that should not be shared with unknown senders.
Review the wording and settings before saving. Confirm spelling, dates, times, account, and external-recipient choice. Make sure the alternate contact is current and that the message does not imply that someone is monitoring your inbox unless that is true. In classic Outlook, select OK to apply the settings. In new Outlook or the web, select Save if prompted; some versions save changes as you make them. On Mac, close or confirm the dialog as instructed.
Check that the setting is active. Reopen Automatic Replies or check the status message in the settings pane. If you scheduled a future start, it may show that replies are scheduled rather than active now. You can also ask a colleague to send a test message from an internal account, and, if relevant, ask someone outside the organization to test the external message. Avoid repeated test emails: Outlook may not send a fresh automatic reply to the same sender for every message.
Turn replies off when needed. If you did not set an end time, return to the same Automatic Replies screen and switch the feature off. If you are back earlier than expected, disable it rather than leaving an outdated message active. If the reply was scheduled, verify that its status has changed after the planned end time.

Common Mistakes

Choosing the wrong account: People with multiple mailboxes can turn on replies for a personal account instead of their work mailbox, or vice versa. Check the account name before editing and again before saving.

Forgetting to set an end date: A reply left on indefinitely can tell people you are away long after you have returned. Use the time-period option when available, or create a reminder to turn the setting off manually.

Assuming every sender receives a reply for every email: Automatic replies are not a receipt for each message. Outlook and the mail service may send only one reply to a sender during a period, to prevent repeated messages. Do not use the feature to confirm delivery or respond to urgent requests.

Leaving external replies disabled—or enabling them too broadly: If customers or suppliers need to know you are away, check that the external option is enabled and the message is entered. Conversely, replying to every external sender can disclose information to unwanted or automated messages. Choose the audience deliberately.

Writing an overly detailed message: A long explanation can bury the useful information and expose details that do not belong in an automatic response. State your availability, return date if known, and an appropriate alternative contact. Keep personal and confidential information out.

Expecting the setting to work with every account type: Outlook’s built-in feature is generally available with Microsoft Exchange, Microsoft 365 work or school, and Outlook.com mailboxes, but not all POP or IMAP accounts. The absence of the option may be an account limitation rather than a problem with the app.

Tips

Use exact dates rather than phrases such as “next week.” If your return date is uncertain, say that you will respond when you can instead of giving a date that may become inaccurate.
Include an alternate contact only after confirming that the person or team can handle the requests you are redirecting. Give a shared inbox or published contact method when appropriate.
Keep internal and external messages distinct. Coworkers may need project handover information, while external senders generally need only a return estimate and a public route for urgent requests.
When scheduling, consider your mailbox’s time zone and the intended local time for senders. If you travel across time zones, confirm the displayed start and end times before saving.
For a shared mailbox or a mailbox you manage for someone else, confirm that you have opened the correct mailbox and that you have permission to change its automatic replies. Your own account’s reply setting does not necessarily control a shared mailbox.
For a POP or IMAP account without Automatic Replies, check whether your email provider offers an out-of-office setting on its website. A mail rule in Outlook is not always equivalent: it may only run while Outlook is open, and sending a reply to every message can create loops or spam.

Troubleshooting

The Automatic Replies button or setting is missing. First check which account is selected. The built-in option may be unavailable for a POP or IMAP mailbox. If it is a work or school account, try Outlook on the web and check with your Microsoft 365 administrator if the setting is disabled by policy. For a personal Outlook.com address, sign in to Outlook.com and look in its account settings.

Replies are not being sent. Confirm that automatic replies are switched on and that the current time falls within the scheduled period. Check that you entered text in the correct internal or external message box; an internal-only setup will not send a reply to an outside address. Verify the recipient address and account, then test with a sender who has not already received a reply during the current period. If the mailbox is managed by an organization, ask its administrator whether mail-flow rules or policies affect the feature.

The message goes to coworkers but not customers. Reopen the settings and check the external-reply toggle and audience. If the setting is limited to contacts, a customer who is not in your contacts may not receive the message. Change the audience only if it is appropriate under your organization’s policy, and use a concise external message.

The reply starts or stops at the wrong time. Review the selected date, start and end time, and time zone. Check whether you edited the correct mailbox. If a schedule is not available or does not behave as expected, turn on the reply manually and set a reminder to turn it off. For a managed work account, contact your administrator if the mailbox’s time zone or policy is controlled centrally.

People say they received an old message. Reopen Automatic Replies and confirm the current text was saved to the correct account. Check whether you changed only the internal message while the external message stayed unchanged, or vice versa. Save again if needed, then test with a sender who has not already been sent an automatic reply. Some systems do not resend updated wording to a sender who already received a reply in that period.

A rule-based workaround does not work when Outlook is closed. A client-side rule may require classic Outlook to be running and connected. Prefer the mail provider’s server-side automatic-reply setting when possible. Do not create a rule that replies to every incoming message without understanding its limits; automated systems can send messages back and forth. If you must use a rule, follow your provider’s guidance and test it carefully.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook before I leave?

Yes. Turn on Automatic Replies and choose a future start and end time if your account and Outlook version offer scheduling. In classic Outlook for Windows, select File > Automatic Replies and use the time-period option. If scheduling is unavailable, set a reminder to enable the reply when you leave.

Can I set different messages for coworkers and external senders?

Usually, if your account supports the feature. Classic Outlook for Windows has separate Inside My Organization and Outside My Organization message areas. Other versions may use internal and external sections. External replies can be limited to contacts in some interfaces, so check the audience control.

Will Outlook send an automatic reply to every email?

No. Automatic replies are intended to notify senders that you are away, not acknowledge each message. The system may reply only once to an individual sender during the active period. If you need a response to every message, use an appropriate service or workflow rather than relying on out-of-office replies.

Why can’t I find Automatic Replies in Outlook?

The selected mailbox may be a POP or IMAP account that does not support the built-in setting, or the feature may be restricted by your organization. Check the account type and try the mailbox provider’s website. For a work account, an administrator can confirm whether the setting is available.

Can I set automatic replies from the Outlook mobile app?

In many current Outlook mobile versions, open the profile or account menu, tap the Settings gear, select the email account, and look for Automatic Replies. Turn it on, enter the message, and set a schedule if the app offers one. Menu names can vary by app version; if the option is missing, use Outlook on the web or a desktop version.

Does Outlook send the reply if my computer is off?

For a supported Exchange, Microsoft 365, or Outlook.com mailbox, automatic replies are generally handled by the mail service, so Outlook does not need to remain open. A workaround based on a client-side rule may require Outlook to be running. If you are unsure which type you set, test it with the computer closed or ask your mail administrator.

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

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