Out of Office in Outlook: Set Up Your Automatic Reply

To set an out-of-office greeting in Outlook, open Automatic replies, switch them on, write your message, and—if available—set a start and end time. In classic Outlook for Windows, go to File > Automatic Replies; in new Outlook and Outlook on the web, open Settings > Accounts > Automatic replies. The wording and options vary slightly by version, so use the instructions below for the Outlook you have.

What You’ll Need

Access to the Outlook account you want to set an away message for. If you have more than one account connected, check that you select the right one.
A short message that says when you will be unavailable and, if useful, who to contact instead. Avoid including sensitive information.
Your planned dates and times away, if your version lets you schedule the reply. Outlook may use your mailbox’s time zone.
An Exchange, Microsoft 365, or Outlook.com mailbox for built-in automatic replies. If you use a POP or IMAP account, the built-in option may not be available.

Step-by-Step

Identify your Outlook version and account. Outlook for Windows may be the classic app or the newer Outlook app; Outlook on the web is opened in a browser. If you are unsure, look for a File tab at the top of the Windows app. If it is there, follow the classic Outlook steps. If it is not, try the new Outlook steps. On a Mac, use the Mac instructions below. If you have several mailboxes, note the address that should send the greeting.
Open the automatic-reply settings.
- Classic Outlook for Windows: Select File > Automatic Replies. If you do not see this option, your mailbox type or organization settings may not support it.
- New Outlook for Windows: Select the Settings gear, then Accounts > Automatic replies. If the settings panel is narrow, expand it or use its search box to find “Automatic replies.”
- Outlook on the web: Select the Settings gear, then Accounts > Automatic replies. In some work or school environments, your organization may customize the settings page.
- Outlook for Mac: Select Tools > Automatic Replies, then choose the account if prompted. Menu names can differ between Mac builds; check Outlook’s settings for the selected account if you do not see the Tools option.
Turn on automatic replies. Choose Send automatic replies or switch on Automatic replies, depending on the version. In classic Outlook, you may see a dialog with a radio button. In the newer app or web version, it is usually a toggle. Do not close the window before saving or applying your changes.
Set a start and end time if you want the message to switch off automatically. Select the option to send replies only during a time range, then enter the first and last date and time. Check the displayed time zone, especially if you are traveling or your computer and mailbox are set to different regions. If you do not set a schedule, the reply may remain enabled until you turn it off yourself.
Write the message for people inside your organization. Use the internal-message box if your version provides separate boxes. State that you are away, when you expect to return, and how urgent requests should be handled. For example: “I’m away from email until Tuesday, June 18. For urgent billing questions, contact Jordan Lee at the support desk. I’ll reply when I return.” Replace the example details with accurate information, and do not promise a response time you cannot meet.
Decide whether to reply to people outside your organization. If an external-message setting is available, enable it only if you want people outside your workplace to receive a response. Some versions let you send it to all external senders or only people in your contacts. Choose the narrower audience if appropriate. Use a separate, less detailed message when possible; an external reply can reach clients, vendors, or unexpected senders.
Review the message and save the settings. Check names, dates, contact details, spelling, and whether the message is appropriate for both internal and external recipients. Select Save, Apply, or OK, as shown. In classic Outlook, close the Automatic Replies dialog with OK. A toggle that remains on after saving is a useful confirmation, but it is still worth checking the dates.
Confirm that the reply is active. Look for a banner or status indicator in Outlook, or reopen the settings and verify the switch and schedule. If practical, ask a colleague to send a brief test message from a different account. Automatic replies do not always send a new test response to the same sender each time, so do not assume a missing second reply means the setting failed.
Turn off or update the reply when your plans change. If you did not schedule an end time, return to the same settings and switch automatic replies off when you are back. If your return date or alternate contact changes, edit and save the message promptly. Check every mailbox separately if you enabled replies on more than one account.

Common Mistakes

Forgetting to select a schedule. Turning on a reply without choosing an end date can leave it running after you return. If you do not want a scheduled reply, set a reminder to switch it off manually.

Editing the wrong mailbox. A shared computer or Outlook profile may contain a personal and a work account. Verify the account name in the settings before enabling the reply, and repeat the setup for each mailbox that needs one.

Leaving external replies off unintentionally—or on for everyone. Internal and external replies are separate in some versions. Check the external option rather than assuming it follows the internal setting. If you enable it, consider whether strangers should receive your absence dates or alternate contact details.

Assuming a test message will always produce a fresh reply. Exchange-based automatic replies commonly avoid repeatedly responding to the same sender during one away period. Test with another address or check the settings and status indicator instead of sending repeated messages from the same account.

Using a rule as though it were the built-in feature. A rule that replies with a template can behave differently, and a client-side rule may require Outlook to stay open. Prefer the mailbox’s Automatic Replies setting when it is available.

Tips

Keep the greeting concise. A useful format is: your absence, your expected return date, an alternate contact for urgent work, and a brief sign-off.
Use an exact date rather than “next week” or “soon.” A message may be read in a different time zone or forwarded after your return.
Do not include passwords, account numbers, confidential project details, or travel information that recipients do not need. Keep external replies especially general.
If you are away for only part of a day, include the time and time zone, and make sure the scheduled end is later than the start.
For a shared or monitored mailbox, coordinate the wording and alternate contact with the people who manage it. An automatic reply does not assign or forward the message unless you separately configure that behavior.
If you use Outlook on multiple devices, set the reply once in the mailbox settings rather than creating different device-specific messages. Then verify it from the account that will receive the mail.
For scheduled replies, check the mailbox time zone before a trip. A laptop’s clock changing location does not necessarily mean the mailbox’s scheduling time zone changes with it.

Troubleshooting

There is no Automatic Replies option. Confirm that you selected the intended account and that Outlook is connected to the internet. The built-in setting is generally available for Exchange, Microsoft 365 work or school, and Outlook.com accounts, but not for every POP or IMAP mailbox. For a work account, ask your Microsoft 365 administrator whether automatic replies are restricted. If you have a POP or IMAP account, ask your email provider whether it offers a server-side vacation message; a local Outlook rule is not always a dependable substitute.

The greeting does not arrive. Reopen the setting and confirm that it is enabled, the current time falls within the scheduled range, and the message was saved. Check that the sender is emailing the correct address and that the message is not being blocked or diverted by a mail rule. Test from a different sender because the service may suppress repeated automatic replies to the same person. For a work or school account, an administrator may also have policies that affect external replies.

People inside the organization get a reply, but external senders do not. Return to Automatic Replies and inspect the external-sender option. Make sure external replies are enabled and that you did not limit them to contacts if the sender is not saved in your address book. Some organizations disable external automatic replies, so contact your administrator if the option is missing or changes do not take effect.

The message is going out at the wrong time. Check the start and end times, including AM or PM, and compare the mailbox’s time zone with the time zone you intended. Correct the schedule and save it again. If you are using a rule rather than built-in automatic replies, verify the rule’s conditions and whether it depends on Outlook being open.

The reply keeps appearing after you return. Turn off the automatic-reply switch or select the option to stop sending replies, then save. If it still continues, check other Outlook accounts and devices for a separate enabled reply, and inspect any mail rules that send a template. For a managed work mailbox, ask your administrator to check the mailbox setting on the server.

Frequently Asked Questions

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

Yes. Enable automatic replies and set a future start and end time if your account and Outlook version offer scheduling. Review the time zone and save the settings before you go. Without a schedule, the reply may start immediately and need to be switched off manually.

Can I use different messages for coworkers and external contacts?

Many Exchange and Microsoft 365 versions let you enter an internal message and a separate external message. Outlook.com and some app versions may show different controls. If only one message box is available, keep the wording suitable for anyone who may receive it, or check whether your mailbox offers the separate setting on the web.

Will Outlook send the automatic reply to every email?

Not necessarily. Mailbox services commonly limit repeated automatic responses to the same sender during an active away period to prevent reply loops and excessive mail. Automatic replies are not a confirmation that every message has been read, and they do not replace a forwarding or delegation setup.

Does Outlook need to stay open for automatic replies to work?

Built-in automatic replies for supported Exchange, Microsoft 365, and Outlook.com mailboxes are handled by the mail service, so Outlook generally does not need to remain open. A rule-based reply for some POP or IMAP accounts may be client-side and can require Outlook to be running and connected. Check the rule and provider behavior before relying on it.

How do I turn off an out-of-office reply?

Open the same Automatic Replies settings, switch the feature off, and save or apply the change. If you set an end time, it should stop at that time, but verify the status if your plans change. Also check other accounts in the same Outlook profile if senders continue receiving a greeting.

Can I set an automatic reply from Outlook on my phone?

Options depend on the Outlook mobile app and account type. Look in the app’s account settings for automatic replies. If the control is not available, use Outlook on the web or a desktop version to change the mailbox setting; a reply configured at the mailbox level can still work when the phone app is closed.

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

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