How to Set Out of Office in Microsoft Outlook

To set an out-of-office message in Outlook, open Automatic Replies, turn them on, write your message, and—if you want—set a start and end time. The exact menu depends on whether you use new Outlook, classic Outlook, Outlook for Mac, or Outlook on the web. Automatic replies are generally available for Microsoft 365 or Exchange accounts; a personal or IMAP account may offer different options.

What You’ll Need

Access to the Outlook account for which you want to set a reply. If you manage several accounts, check which one is selected before changing its settings.
A brief message explaining that you are away, when you expect to return, and who to contact for urgent matters. Avoid including sensitive details such as your travel itinerary.
Your planned away dates and times, if you want Outlook to turn replies on and off automatically. Without a schedule, you will need to switch replies off yourself.
An internet connection to change settings in Outlook on the web or synchronize changes made in a desktop app.

Step-by-Step

Identify your version of Outlook. New Outlook for Windows has a modern layout and a Settings gear. Classic Outlook has the traditional ribbon and a File tab. Outlook on the web runs in a browser, while Outlook for Mac has its own menus. If you are unsure, look for the File tab: its presence usually indicates classic Outlook for Windows. Use the instructions below that match your app; the account may synchronize the same automatic-reply setting across connected Outlook versions.
Open the Automatic Replies setting. In classic Outlook for Windows, select File > Automatic Replies. In new Outlook for Windows, select Settings > Accounts > Automatic replies. In Outlook on the web for a work or school account, select the Settings gear, then Accounts > Automatic replies. Some web layouts place the option under Mail > Automatic replies; if you do not see it, search Settings for Automatic replies. In Outlook for Mac, open Tools > Automatic Replies. Menu labels can vary slightly with app updates and account type.
Turn on automatic replies. Select the option to send automatic replies or turn on automatic replies. In classic Outlook, choose Send automatic replies. Do not confuse this with a rule that forwards or redirects messages: an automatic reply tells the sender you are away, while a forwarding rule sends the message elsewhere. If Outlook asks you to select an account, choose the one whose senders should receive the notice.
Set a time range if you know when you will be away. Enable the option to send replies only during a specified period, then enter the start and end dates and times. Check the time zone shown by your account or device, especially if you are traveling. Outlook normally stops sending the away reply after the end time. If you leave the schedule disabled, replies remain active until you return to this setting and turn them off.
Write the message for people inside your organization. In the internal message box, state that you are unavailable, include your return date if known, and name a colleague or team for urgent requests when appropriate. For example: I am away until Tuesday, 12 May. For urgent support, contact the Service Desk at the usual address. Keep the wording clear and professional; there is no need to explain why you are away. Use the formatting controls only if they help make the message easier to read.
Choose whether to reply to people outside your organization. If the setting is available, enable external replies and decide whether to send them to all external senders or only people in your contacts. Write a separate, more general message if needed. People outside your organization may include customers, suppliers, or personal contacts, so do not include internal phone numbers, confidential project information, or details that should not be shared broadly. If you do not want outsiders to receive a reply, leave this option off.
Save or confirm the settings, then check the result. Select Save, Done, or the equivalent button if the screen provides one. Classic Outlook may use an OK button. If you set a future start time, the message will not necessarily be sent immediately; that is expected. Review the displayed status and dates before closing the window. When practical, ask a colleague to send a test message from an appropriate internal or external account, and confirm the wording and timing.

When you return: If you did not set an end time, reopen Automatic Replies and turn them off. If you set an end time, verify that it has passed and that the status is no longer active. If you need to extend your absence, change the end date before the current schedule expires.

Common Mistakes

Forgetting the end date. A reply without a schedule can continue after you are back. Either choose a definite end time or add a reminder to disable it on your return.
Choosing the wrong account. Outlook may have a work account and one or more personal accounts connected. A reply configured for one account does not necessarily apply to the others. Check the account name before saving.
Assuming a reply has been sent to every message. Outlook and the mail service may send an automatic response only once to a sender during an absence period, rather than replying to every message. Do not use the feature as a substitute for forwarding important requests.
Sharing too much with external senders. An external reply can reach people you do not know. Keep it neutral, and do not disclose passwords, exact travel plans, private contact information, or confidential work details.
Mixing up automatic replies and forwarding. Automatic replies notify senders; forwarding delivers a copy of incoming mail to another address. If a coworker must handle messages, arrange delegation or forwarding separately and follow your organization’s policies.
Expecting a reply to an email you sent. Automatic Replies respond to incoming messages addressed to your account. They do not send a notice when you write to someone else.

Tips

Make the message useful at a glance. Put the key information first: that you are away, your expected return date, and the best alternative contact. A sender should not have to read a long explanation to find out what to do.
Use different internal and external wording. Colleagues may need a team name or internal coverage arrangement. An external sender usually needs only a general return date and a suitable public contact route.
Use a schedule for planned leave. A start and end time helps prevent a forgotten reply from remaining active. Set the schedule in the correct time zone and allow for the time your organization expects replies to begin.
Keep the message current. If your return date changes, update the end time and wording. If the date is uncertain, say that you will respond when you are able rather than promising a specific day.
Consider other coverage arrangements. If someone needs to access or manage your email, ask your administrator or manager about mailbox delegation. An automatic reply alone does not give another person access to your inbox.

Troubleshooting

I cannot find Automatic Replies. Confirm which Outlook version and account you are using. A Microsoft 365 or Exchange work account typically supports server-based replies, but a POP or IMAP account may not show the same control. In classic Outlook, check File > Account Settings > Account Settings to identify the account type, or ask your organization’s administrator whether the feature is enabled. Search the Settings panel for Automatic replies in newer interfaces.

The reply is not being sent. Confirm that automatic replies are turned on, the start time has arrived, and the sender is writing to the correct mailbox. Check whether the message is limited to internal senders or to contacts. Some services send only one automatic reply to the same person during an absence, so repeated tests from the same address may not produce another response. Try a different test sender and allow a short time for synchronization.

The reply went out at the wrong time or is still active. Review the start and end dates, times, and time zone in the Automatic Replies screen. If you are using a desktop app, connect it to the internet and reopen the setting to make sure changes have synchronized. Turn the feature off manually if necessary, then save or confirm the change.

My personal account does not have this setting. Outlook’s desktop app does not provide the same server-based Automatic Replies feature for every account type. For Outlook.com, open the account in a browser and look in Settings for Mail > Automatic replies. If your provider does not support automatic replies, check its webmail settings. A rule-based workaround may require Outlook to remain open and connected, and may not work reliably when the computer is off; check the provider’s guidance before relying on it.

Frequently Asked Questions

Will Outlook send the reply to every email?
Usually not. Automatic-reply services commonly send one response to each sender during an absence period, rather than one for every message. The exact behavior can depend on the account service and settings.

Can I set an out-of-office reply from my phone?
Yes, if your account and Outlook mobile app expose the setting. Open the app’s Settings, select the relevant account, and look for Automatic Replies or Out of Office. If it is not available, use Outlook on the web or a desktop version that supports the feature.

Can I have different replies for internal and external senders?
Many Microsoft 365 and Exchange accounts let you enter separate internal and external messages. Enable external replies and choose the audience carefully. If your version has only one message box, use wording suitable for everyone who may receive it.

Do automatic replies work when my computer is off?
For a supported Microsoft 365 or Exchange mailbox, the reply is generally handled by the mail service, so Outlook does not need to stay open. A local rule workaround for some account types may depend on Outlook running, so do not assume it works while the computer is shut down.

Can I set a reply for a shared mailbox?
Possibly, if you have the required permissions. Open the shared mailbox’s settings rather than changing your own account’s reply, and ask your Microsoft 365 administrator for help if the mailbox is not available in the account list.

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

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