How to Set Up Out of Office in Outlook

To set up an out-of-office reply in Outlook, open Automatic Replies, switch them on, write your message, and—if you know when you will be away—set a start and end time. The exact menu depends on which Outlook version and account you use. Set the reply before you leave, and check that it is scheduled for the right dates and audience.

An automatic reply tells people who email you that you are unavailable and, if useful, when you expect to return or whom to contact instead. It does not automatically forward their messages or stop new mail arriving. The steps below cover Outlook for Microsoft 365 on Windows, with notes for Outlook on the web, new Outlook, and Mac.

What You’ll Need

Access to the Outlook account for which you want to set the reply. If you have more than one account, check that you are changing the right one.
Your away dates, if you want Outlook to switch the reply on and off automatically.
A short message for people inside your organization and, optionally, a separate message for external senders.
An Exchange or Microsoft 365 work or school account for the built-in Automatic Replies feature in classic Outlook for Windows. Personal Outlook.com accounts and some other account types may show a different route or feature set.

Step-by-Step

Check which Outlook you are using. In classic Outlook for Windows, the full desktop app has a File tab at the top left. New Outlook has a Settings gear and a more web-like layout. Outlook on the web opens in a browser. Follow the matching instructions below; the menus are not identical.
Open Automatic Replies in classic Outlook for Windows. Select File > Automatic Replies. If you do not see Automatic Replies, your account may not support the built-in Exchange feature, or you may be using a different Outlook version. See Troubleshooting before trying a rule-based alternative.
Turn on the reply and choose a schedule. In the Automatic Replies dialog, select Send automatic replies. To have Outlook handle the timing, select Only send during this time range, then enter the start and end dates and times. Check the time zone used by your computer and choose times that make sense for the people contacting you. If you leave the schedule unchecked, the reply remains on until you return to this dialog and turn it off.
Write the message for people in your organization. In the Inside My Organization tab, type a concise reply. Include the dates you are away, when you expect to respond, and a colleague or team contact for urgent matters if appropriate. Avoid promising a specific response time unless you can meet it. Use the formatting controls only if they help keep the message easy to read.
Decide whether to reply to people outside your organization. In classic Outlook, open Outside My Organization. Select Auto-reply to people outside my organization if you want external senders to receive a reply. You may be able to choose My Contacts only or Anyone outside my organization. Choose deliberately: the broader option can send your absence details to mailing lists, vendors, or unknown senders. Enter a separate message if needed; it does not have to match the internal one.
Save and verify the settings. Select OK to save. If you scheduled a future start time, the reply will not go out before that time. Reopen File > Automatic Replies to confirm the selected dates, message, and external-sender option. For a manual, unscheduled reply, make a calendar reminder to switch it off when you return.
Set it up in new Outlook for Windows or Outlook on the web. Select the Settings gear. In new Outlook, open Accounts > Automatic replies. In Outlook on the web, the setting may appear under Mail > Automatic replies or Accounts > Automatic replies, depending on the account and current layout. Turn on automatic replies, enter the message, and set a time period if shown. Look for separate options to send replies outside your organization, then select Save. If a path differs, search Settings for “automatic replies.”
Set it up in Outlook for Mac. In current Outlook for Mac, open Outlook > Settings, select Accounts, choose the relevant account, and open Automatic Replies if available. Turn on replies, add your message and dates, configure external replies if the option appears, and save or close the settings as prompted. In some older Mac builds, the control is under Tools > Automatic Replies. If neither route appears, update Outlook or use Outlook on the web for that account.
Check it from another mailbox if practical. After the start time, send a brief test from a different account or ask a colleague to check. Automatic replies may be sent only once to a sender during an absence period, so sending several test messages from the same address may not produce several replies. Confirm the message and timing rather than relying on repeated tests.

Common Mistakes

Forgetting to set an end time. If you switch on replies without a schedule, they can continue after you are back. Use a date range or set a reminder to turn them off.
Using the wrong time zone or dates. A late-night start or an end date entered one day too early can make the reply switch on or off at the wrong moment. Check the displayed times, especially when traveling or coordinating across regions.
Assuming internal and external replies are the same setting. Outlook may require you to enable external replies separately. Check both audience options, and make sure the external message does not reveal information you would rather keep within your organization.
Including too much personal or security-sensitive detail. There is rarely a need to disclose a travel itinerary, home address, or exact reason for your absence. A return date and an alternate work contact are usually enough.
Expecting an automatic reply to forward or manage incoming mail. It normally only sends a response. If someone needs to cover your inbox, arrange access or forwarding through your organization’s approved process rather than assuming the absence reply does that.
Testing repeatedly from the same address. Outlook and Exchange commonly limit automatic replies to one per sender during a reply period. A missing second test response does not by itself mean the setup failed.

Tips

Keep the message useful and brief. For example: “I’m away from November 10 through November 14 and will respond when I return. For order questions, contact Jordan Lee at [work email].” Replace the example dates and contact details with information you are permitted to share.
Make the internal message more specific if it helps. Coworkers may benefit from a project owner or team channel, while external senders may only need a general return date and a shared support address.
Set the reply shortly before your absence starts. This gives you time to notice a date or wording mistake. If your organization has a policy for absence messages, follow it, especially for external recipients.
Use a shared mailbox or team address as the backup contact. This is often more reliable than naming one person who may also be unavailable. Confirm that the address is monitored before adding it.
Remember that rules and notifications are separate. You can still receive messages while automatic replies are on. If you want to sort, forward, or delete messages, set up an appropriate rule separately and check with your administrator if the mailbox is managed by your workplace.

Troubleshooting

Automatic Replies is missing. First confirm that the correct account is selected. The built-in dialog in classic Outlook for Windows is generally available for Exchange or Microsoft 365 work and school accounts, but may not appear for POP or IMAP accounts. Try Outlook on the web for a work account, or check with your email administrator. Personal Outlook.com settings can have a different menu.
The reply did not start when expected. Reopen the Automatic Replies settings and verify that the feature is enabled, the start time has passed, and the date range is correct. Check the device time zone. If you configured it in another Outlook app, sign in to the same mailbox and confirm the setting there.
Senders are not receiving the reply. Ask whether the sender has already received one during the current absence period. Check whether external replies are enabled and whether the setting is restricted to contacts. Replies to junk or suspected spam may be suppressed, and an organization’s mail policies can also affect delivery. Ask the sender to check their junk folder, but do not send sensitive test information.
You use a POP or IMAP account and cannot find the feature. Classic Outlook for Windows may let you create a rule that replies using a template, but this is not the same as the server-based Automatic Replies feature. Some rules work only while Outlook is running, and behavior depends on the account and rule. Use a provider’s webmail vacation-reply setting where available, or ask your email provider or administrator for the supported method.
The reply is still being sent after you return. Turn off Send automatic replies in the same settings page, or correct the end time. If you use multiple accounts, check each one separately; switching off the reply for one mailbox does not necessarily switch it off for another.
The menus do not match these instructions. Outlook’s layout changes across versions and managed accounts. Use the Settings search box for “automatic replies,” check whether you are in classic or new Outlook, and install available updates. For a work mailbox, your Microsoft 365 administrator can confirm whether the organization has disabled or centrally managed the feature.

Frequently Asked Questions

Will Outlook send an automatic reply to every message?
Usually, it sends one automatic reply to each sender during the active absence period rather than replying to every message in a long conversation. Exact behavior can depend on the mailbox provider and organization policies.

Can I set different out-of-office messages for coworkers and customers?
Yes, when your account and Outlook version provide separate internal and external message fields. Enter each message in its audience section and enable external replies if you want people outside your organization to receive one.

Do I need to keep Outlook open for the reply to work?
For Exchange or Microsoft 365 accounts using the built-in Automatic Replies setting, the reply is generally handled by the mail service, so the desktop app does not need to stay open. Rule-based replies for some POP or IMAP accounts may require Outlook to be running.

Can I schedule an out-of-office reply in advance?
Yes. In classic Outlook for Windows, select Only send during this time range and enter the start and end times. New Outlook, Outlook on the web, and Mac may present the schedule controls in a different layout.

Does an out-of-office reply forward my email to a colleague?
No. It tells the sender you are away; it does not automatically route their message to someone else. Arrange approved delegation or forwarding separately if coverage is needed.

Can I set an out-of-office reply from the Outlook mobile app?
Some Outlook mobile versions and account types expose automatic-reply controls in the account settings, but availability and menu names vary. If you cannot find the option, set it through Outlook on the web or a desktop version that supports the account.

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

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