Out of Office in Outlook on the Web: A Setup Guide

To set up an out-of-office reply in Outlook on the web, open Settings, go to Automatic replies, turn replies on, add your message, and save. You can also set a start and end time so Outlook sends the reply only while you are away. Before you leave, check the internal and external reply settings and confirm the dates match your plans.

What You’ll Need

Access to the Outlook on the web mailbox where you want replies enabled. If you manage more than one mailbox, make sure you have opened the right one.
A work, school, or Outlook.com account that supports automatic replies. The setting is managed by the email service, so it may be unavailable for some account types or disabled by a workplace administrator.
Your away dates and a short message with any useful details, such as when you expect to return and who to contact for urgent requests.

You can do this in a current desktop or mobile web browser. The web settings are broadly the same on Windows and Mac; the exact arrangement of the Settings panel can vary as Microsoft updates Outlook.

Step-by-Step

Sign in to the correct mailbox. Open Outlook on the web using your organization’s Outlook or Microsoft 365 sign-in page, or go to Outlook.com for a personal account. If you have multiple accounts, select the account that should send the out-of-office reply. Replies are configured separately for each mailbox, so setting it up in one account does not automatically cover another.
Open Automatic replies in Settings. Select the gear-shaped Settings button near the top of the Outlook window. In the newer settings layout, open Accounts, then select Automatic replies. In some versions, particularly the classic settings layout, select Mail and then Automatic replies. If you do not see the option, use the search box in the Settings panel and search for Automatic replies.
Turn on automatic replies. Switch on Turn on automatic replies or the similarly named control. If you want the reply to begin immediately and remain active until you turn it off, leave the schedule option unchecked. For a planned absence, select the option to send replies only during a time period. A schedule helps prevent the reply from starting too early or staying on after you return.
Set the start and end times if you are scheduling the reply. Choose the date and time when the reply should begin, then choose when it should stop. Check both dates and the displayed time zone, especially if you are travelling or arranging coverage across regions. The end time is when Outlook stops sending the automatic message; it is not a reminder to turn the feature off manually. If you are unsure of your return time, choose a sensible end time and update it later if your plans change.
Write the message for people inside your organization. Enter a concise reply in the message box for people within your organization, if that box is shown. Include your return date when you know it, and name a colleague or team and a suitable contact method for urgent matters. For example, you might say that you are away through Friday, will respond after returning, and that urgent billing questions should go to the finance team. Do not include private travel details or information that recipients do not need.
Choose whether to reply to people outside your organization. If you want external senders to receive a reply, enable the option to send replies outside your organization. Depending on the Outlook version, you may be able to send to all external senders or only people in your contacts. Select the narrower contacts-only option if you do not want to disclose your absence to unfamiliar addresses. If you leave external replies off, people outside your organization will not receive the message, even if internal colleagues do.
Review the external message and save. Some versions let you provide a separate message for external recipients. Make it appropriate for people who may not know your team or internal processes; avoid internal phone extensions, confidential details, and names of colleagues unless they are approved contacts. Check the start and end dates, the reply text, and the external-sender choice, then select Save if the panel provides that button. Some layouts save changes as you make them, but do not assume that the settings are active until Outlook shows the saved state or retains your selections after you close and reopen the panel.
Confirm the reply is active. Reopen Automatic replies and verify that the switch and schedule are correct. If the reply should start now, check that it is enabled without a future start time. To check what recipients will see, send a test message from a different mailbox. A sender may not receive a fresh automatic reply for every test message: Outlook and the mail service can limit repeated replies to the same person during an absence.

Common Mistakes

Forgetting to enable the schedule. Typing start and end dates is not always enough; the setting that limits replies to a time period must also be selected. If it is not selected, the reply may start immediately or remain active until you switch it off, depending on the option you chose.

Leaving the reply switched on after an unscheduled absence. If you did not set an end time, Outlook may continue sending the message until you disable automatic replies. Turn it off when you return, or use a schedule whenever you know the dates in advance.

Assuming external senders are covered. A message for coworkers does not necessarily go to customers, suppliers, or other people outside your organization. Check the external-reply control separately. Conversely, enabling replies to everyone outside the organization can reveal that your mailbox is unattended, so consider whether a contacts-only reply is more appropriate.

Putting too much information in the message. The reply may go to people you do not know, and an automatic message can be forwarded. Avoid sharing detailed travel plans, personal contact information, confidential project details, or anything that should not be sent automatically.

Testing only by emailing yourself. Messages sent between addresses in the same account or organization may follow different rules from external mail, and repeated tests can be suppressed. Use a separate address when appropriate, and remember that receiving no second reply does not necessarily mean the setting failed.

Tips

Keep the message useful and brief. A good reply usually says that you are unavailable, gives a return date or a general response expectation, and points urgent requests to an alternative contact. If you do not have an approved backup person, say when you will respond rather than inventing an escalation route.

Write internal and external messages for their audiences. Coworkers may need the name of a project cover or a team channel; an external sender may need only a general return date and a public-facing contact address. If the external-reply setting offers a contacts-only choice, decide whether it fits your situation before enabling it.

Set the schedule using the mailbox’s displayed time zone and allow for your actual last working day. If you plan to finish work at noon, for example, a reply starting at the beginning of that day may be misleading. If your absence changes, return to the same setting and update the dates or message rather than creating a second rule.

Before you leave, make sure the automatic reply does not promise something you cannot guarantee. Avoid saying that every message will be answered immediately on your return if you expect a backlog. A simple statement such as I will respond as soon as I can after I return sets a more realistic expectation.

Remember that an automatic reply is not the same as forwarding, sharing mailbox access, or changing your calendar status. It sends a response to incoming email under the service’s rules; it does not assign your work to another person. Arrange coverage separately if colleagues need access to messages or decisions while you are away.

Troubleshooting

Automatic replies is missing. First confirm that you are signed in to the correct account and search the Settings panel for Automatic replies. Try the alternate navigation path: newer layouts may list it under Accounts, while classic settings may place it under Mail. If it still does not appear, your account type may not support the feature or your organization’s administrator may have restricted it. Contact your workplace help desk for account-specific guidance.

The reply did not start at the expected time. Reopen the setting and verify that the time-period option is enabled, the start date is correct, and the time zone is the one shown for the mailbox. A schedule set for a later time will not send replies before then. If you need the reply immediately, adjust the start time or disable the schedule and turn on replies now.

The reply is still being sent after you return. Check whether you set an end time. If there was no schedule, switch automatic replies off manually. If the scheduled end time has passed but the setting still looks enabled, refresh Outlook, reopen the setting, and check the displayed dates and time zone. For a managed work account, ask your administrator if the status does not match what the mailbox is doing.

External contacts are not receiving a reply. Check that external replies are enabled and that you did not choose contacts-only when the sender is not in your contacts. Make sure the test message came from an address outside your organization. Automatic replies may be limited for repeated messages to the same sender, so test with a different external address or wait before testing again. Company mail policies can also affect external messages.

The setting will not save or the message does not appear. Check that you have a working connection, select Save if it is shown, and reopen the settings to see whether the change persisted. If the panel keeps reverting, sign out and back in or try a current browser. If the issue continues, your administrator or Microsoft 365 support team may need to check the mailbox configuration.

Frequently Asked Questions

Can I set an automatic reply from Outlook on the web?

Yes, if the mailbox supports the feature. Open Settings and look for Automatic replies, then turn it on and enter your message. Account type and organization policies can affect whether the option is available.

Can I schedule an out-of-office reply in advance?

Yes. Enable the option to send replies only during a time period, then set the start and end dates and times. Confirm the mailbox time zone so the reply begins and ends when you expect.

Can I use different replies for coworkers and external senders?

Often, yes. Outlook may show separate message boxes for people inside and outside your organization. External replies can have their own on/off setting, and some versions let you limit them to people in your contacts.

Will Outlook reply to the same person every time they email me?

Usually not. Automatic replies are commonly limited so a sender does not receive the same message for every email during one absence. This helps prevent repeated messages and email loops, so a single test may not be resent immediately.

How do I turn off the out-of-office reply when I return?

Open Settings, go to Automatic replies, and switch the feature off if it has no scheduled end time. If you set an end time, Outlook should stop sending replies then, but you can still turn it off early if you return ahead of schedule.

Does an automatic reply forward my email to a coworker?

No. It sends a response to incoming messages; it does not forward them or give another person mailbox access. Set up delegation or forwarding separately if your organization allows it and someone needs to handle messages while you are away.

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

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