How to Set Yourself Out of Office in Outlook on Any Device

To set yourself out of office in Outlook, turn on Automatic Replies, write your message, and—if the option is available—choose when it starts and ends. In classic Outlook for Windows, go to File > Automatic Replies; in new Outlook or Outlook on the web, open Settings and look for Automatic replies under Accounts. The exact controls vary by Outlook version and account type, so use the matching instructions below.

What You’ll Need

Access to the Outlook mailbox you want to update. If you have several accounts, make sure you choose the right one.
A Microsoft 365 or Exchange work or school account for the built-in Automatic Replies feature. Outlook.com personal accounts also have automatic replies. POP or IMAP accounts may not support the feature directly.
Your planned away dates, if you want replies to start and stop automatically, and a short message that tells people when you will return or who to contact meanwhile.

Step-by-Step

Choose the Outlook version and account. Open Outlook on the Windows or Mac computer, in a browser, or on your phone. If you use multiple mailboxes, identify the account that should send the notice. Automatic replies are configured for a mailbox, not for every account you can see in Outlook at once. A shared mailbox may require permission from its owner or administrator.
Open Automatic Replies in classic Outlook for Windows. In classic Outlook, select File > Automatic Replies. If the dialog includes more than one account, select the mailbox you are setting. Choose Send automatic replies. To have Outlook switch the notice off for you, select Only send during this time range, then enter the start and end date and time. Check the time zone and set the end to a time after you expect to return. If you leave the time range unchecked, replies remain on until you turn them off manually.
Write the message for people inside your organization. In the Automatic Replies dialog, select the Inside My Organization tab and type a clear note. Include the dates you are away, whether you will check messages, and an alternative contact for urgent matters if appropriate. The feature sends the response automatically when someone emails you; it does not forward the message or tell colleagues that you have read it.
Decide whether to reply to people outside your organization. In classic Outlook, open the Outside My Organization tab and select the option to send replies outside the organization if you want external senders to receive one. You can usually choose whether to reply only to people in your contacts or to anyone who emails you. Use the contacts-only option if you prefer not to send your absence details to unknown senders. Add a separate external message if needed, then select OK to save.
Set replies in new Outlook for Windows or Outlook on the web. Select the Settings gear, then open Accounts > Automatic replies. Turn on automatic replies for the selected account. If available, turn on the option to send replies only during a time period and enter the dates and times. Add the internal message, then enable replies outside your organization if you want them. Depending on the interface, you may be able to limit external replies to contacts. Select Save before closing Settings. Outlook.com personal accounts use a similar control; its Settings panel may place the option under Mail > Automatic replies.
Set replies in Outlook for Mac or mobile. In Outlook for Mac, select Tools > Automatic Replies, choose the account if prompted, turn on the feature, and enter the message and optional date range. The labels can differ slightly between Outlook for Mac releases. In Outlook for iOS or Android, open Settings, select the relevant email account, and tap Automatic Replies if it is available. Turn it on, enter the message and dates, choose whether to reply outside the organization where that control appears, and save. If the setting is missing, use Outlook on the web or contact your organization’s administrator.
Check that the notice is active and the message is right. Return to Automatic Replies and confirm the feature is on and the schedule is correct. Read both internal and external messages for typos, dates, and private information. If you have access to a separate email account, send a brief test message and confirm that the automatic reply arrives. Avoid repeatedly testing from the same address: Outlook generally does not send a new automatic reply for every message from one sender while the same away period is active.

Common Mistakes

Forgetting to set an end time. If you turn on replies without a schedule, they may remain active after you return. Use an end date and time when the option is offered, or add a reminder to switch the feature off manually.
Updating the wrong mailbox. Outlook can show several personal, work, or shared accounts together. Check the selected account before saving, and verify the setting in that mailbox afterward.
Leaving external replies disabled unintentionally. An internal message does not necessarily go to customers, vendors, or people using personal email. Review the outside-organization setting separately rather than assuming one message covers everyone.
Sharing too much information. An external notice can reach unknown senders. Avoid including travel details, personal phone numbers, or sensitive business information. A return date and a suitable general contact are usually enough.
Expecting a reply for every email. Outlook limits repeated automatic replies to the same sender during an absence period to reduce mail loops and clutter. A sender may not receive another reply just because they send a second message.
Assuming a rule is the same as server-based Automatic Replies. A rule-based response for a POP or IMAP account may depend on Outlook being open and connected. It may not work while your computer is off.

Tips

Keep the message brief and useful. For example: I am away until Monday, November 9, and will have limited access to email. For urgent account questions, contact Jordan Lee at the usual support address. Adjust the date and contact to fit your situation.
Use different internal and external messages when colleagues need more detail than outside senders. Internally, you might name a backup teammate; externally, simply give a return date and a general team address.
Set the start time for when you actually stop monitoring email, not automatically for midnight on your first day away. Check the time zone, particularly if you are setting the schedule while traveling.
Save the change, then revisit the setting before you leave. If your plans change, update the end date or disable replies rather than relying on people to infer your new availability.
If you manage a shared mailbox, confirm with its owner or administrator who is allowed to configure automatic replies. You may need mailbox permissions, and a personal out-of-office message will not automatically cover the shared address.

Troubleshooting

There is no Automatic Replies button. First check which account type Outlook is using. The built-in feature is commonly available for Exchange and Microsoft 365 work or school mailboxes and Outlook.com, but may not appear for POP or IMAP accounts. For a work account, try signing in to Outlook on the web and checking Settings for Automatic replies. If it is still unavailable, ask your organization’s administrator whether the mailbox supports the feature or whether you have permission to manage it.

My contacts say they did not receive a reply. Confirm that replies are enabled for the correct account and that the message is not scheduled to start later. Then check whether the sender is outside your organization and whether external replies are enabled. The option to reply only to contacts can also exclude a sender who is not in your address book. Keep in mind that Outlook may send only one reply to the same sender during an active absence period, so repeated tests from one address are not conclusive.

The reply started or stopped at the wrong time. Reopen the setting and inspect the date, time, and time zone. If you selected a scheduled range, check both its start and end. If no schedule was set, disable Automatic Replies manually when you return. For a work mailbox, server-side settings may use your organization’s time zone, so contact support if the displayed schedule looks correct but behaves differently.

A POP or IMAP account needs an absence response. If the provider does not offer automatic replies and Outlook has no built-in setting, check the email provider’s website for an autoresponder. A rule in classic Outlook may be another option, but it can require Outlook to remain running and connected; a local rule will not reliably respond when the computer is off. Do not create a rule that replies to every incoming message without safeguards, since that can cause unwanted responses or mail loops.

I cannot change a shared mailbox or the setting will not save. You may not have the necessary permissions, or your organization may manage the setting centrally. Ask the mailbox owner or IT administrator to confirm your access and whether a policy controls automatic replies. In the meantime, do not assume the message is active unless you can see it enabled in the correct mailbox.

Frequently Asked Questions

Does Outlook send an out-of-office reply more than once to the same person?

Usually, Outlook sends one automatic reply to a sender during an active absence period rather than one for every message. This helps prevent repeated notices and email loops. A new absence period or changed settings may affect when another reply is sent.

Can I set a start and end date?

Yes, if your Outlook version and account provide a schedule option. Turn on the setting to send replies only during a time period, then enter the start and end. Without that option, you must switch replies off yourself when you return.

Can I send different messages to coworkers and external senders?

Many Exchange and Microsoft 365 setups offer separate internal and external message areas. Write each one in its corresponding section and enable external replies if desired. Outlook.com and some app versions may show different controls, so check the options available for that account.

Will an out-of-office reply forward my email to a colleague?

No. Automatic Replies sends a notice to the sender; it does not forward your incoming messages. If someone needs to handle your email, arrange forwarding or mailbox access separately and follow your organization’s policies.

Can I set an out-of-office message for a shared mailbox?

Possibly, if you have the required permission and the mailbox supports Automatic Replies. Select the shared mailbox rather than your personal account and verify the setting there. If it is not selectable or the change will not save, ask the mailbox owner or IT administrator for help.

Does the reply still work if my computer is off?

Server-managed Automatic Replies for supported Exchange, Microsoft 365, or Outlook.com mailboxes generally continue without your computer running. A rule-based response for some POP or IMAP accounts may depend on Outlook staying open, so check whether your email provider offers a server-side autoresponder.

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

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.