How to Set Out of Office in New Outlook on Windows

In New Outlook for Windows, select Settings > Accounts > Automatic replies, turn on automatic replies, write your message, and save. You can set a start and end time so replies begin and stop automatically. Before you leave, check which account is selected and whether you want a different message for people outside your organization.

What You’ll Need

New Outlook for Windows, or access to the same mailbox in Outlook on the web.
The account you want to configure. If you have several mailboxes, confirm you are changing the right one.
Your absence dates and times, plus a short message explaining when you will return and who to contact if something is urgent.

Automatic replies are generally available for Microsoft 365 work or school accounts and Outlook.com accounts. If the Automatic replies option is missing, the mailbox may be an IMAP or POP account, or your organization may manage the feature. See Troubleshooting below for alternatives.

Step-by-Step

Open New Outlook and select the right mailbox. Start the New Outlook app on Windows and make sure the account you want to update is present. If you have multiple accounts, note which one is selected in the account list. Automatic replies are configured per mailbox; setting them for one account does not necessarily set them for another.
Open the automatic-reply settings. Select the gear-shaped Settings button near the top-right corner. In the Settings pane, choose Accounts, then select Automatic replies. If the pane is narrow, you may need to scroll to see the setting. The menu labels can shift slightly as Microsoft updates Outlook, but look under the selected account’s settings.
Turn on automatic replies. Switch on Turn on automatic replies (the wording may be shortened to Automatic replies). Do not close the settings pane before saving. If you do not see a switch or the page says the feature is unavailable, check that you selected the intended account and consult the troubleshooting section.
Choose whether replies should have a schedule. To have replies start and stop without further action, turn on the option to send replies only during a time period. Enter the start date and time and the end date and time. Outlook will use the time zone associated with your mailbox or calendar, so check it if you work across regions or will be away while travelling. If you leave the schedule off, replies can remain enabled until you turn them off yourself.
Write the message for people inside your organization. In the message box, give the dates you will be away, when you expect to respond, and an alternate contact if appropriate. Keep the text clear and brief. For example: “I’m away from Monday, 10 June, through Friday, 14 June, and will reply when I return. For invoice questions, please contact Jordan Lee at jordan@example.com.” Avoid promising a response time you cannot meet.
Decide whether to send a separate external reply. If you need to inform people outside your organization, enable Send replies outside my organization and enter a separate message in the external-reply box. Depending on your account, you may be able to send it only to external contacts or to anyone outside your organization. Choose the narrower audience if that meets your needs. External messages should not disclose confidential details, internal team arrangements, or personal travel information.
Review the options and message. Check the selected account, date range, start and end times, internal message, and external-reply setting. Confirm that the return date is accurate and that an alternate contact’s address is spelled correctly. If you use a scheduled reply, verify that the end time is after the start time and leaves enough coverage for the final day away.
Save and confirm the setting. Select Save if it is shown. Some versions save changes as you make them, but wait for any saving indicator to finish before closing Settings. Reopen Settings > Accounts > Automatic replies to confirm the switch and schedule are still in place. If the account is important, send a test message from a different email address and check that the expected reply arrives.

When your scheduled end time passes, Outlook should stop sending the automatic reply. If you did not set a schedule, return to the same setting and switch automatic replies off when you are back. Remember that automatic replies are different from a delivery or read receipt: they do not confirm that you have read a particular message.

Common Mistakes

Configuring the wrong mailbox. A shared or secondary account can be easy to overlook. Check the account name before changing its reply settings, and repeat the process for each mailbox that needs its own absence message.
Forgetting the end date. Without a schedule, an automatic reply may continue after you return. Use a time period when possible, or set a reminder to disable the reply manually.
Assuming the message goes to everyone. Internal and external replies are separate options. If external replies are turned off, people outside your organization may not receive your message; if they are on, check the audience setting.
Including sensitive information. An external sender could be unfamiliar or could forward your reply. Do not include passwords, detailed travel plans, private phone numbers, or confidential project information.
Using an unclear or overly long message. A useful reply quickly states that you are away, your expected return date, and an alternative contact where one exists. A long explanation can hide the information the sender needs.
Assuming a scheduled reply has been saved. Closing Settings immediately after editing can leave you unsure whether the change took effect. Wait for saving to finish, then reopen the page and verify the setting.

Tips

Use a specific return date rather than phrases such as “back soon.” If you do not know exactly when you will respond, say that you will reply as soon as possible after returning instead of promising a particular hour. For an absence spanning several days, include the first day you expect to be available again so the message is easy to interpret.

Keep separate internal and external messages purposeful. Coworkers may need a colleague’s name or a team mailbox; an outside customer may only need a general support address. Before adding any contact details, make sure the person or team has agreed to cover those requests. If nobody is covering your work, it is better not to direct senders to an unavailable contact.

If you have more than one account in New Outlook, make a short checklist of the accounts that need replies and their respective end dates. This is particularly useful when a personal Outlook.com mailbox and a work mailbox are both open in the app. Each account may have its own schedule and message, so do not assume that changing one updates all the others.

For a short absence, a concise reply is usually enough. For a longer absence, give senders a realistic route for urgent requests and avoid leaving an old alternate contact in place. Once you return, check the mailbox for messages that arrived during the absence; an automatic reply does not sort, forward, or otherwise resolve those messages for you.

Troubleshooting

Automatic replies is missing. Recheck that you opened Settings > Accounts for the mailbox that is selected. Some account types, especially accounts added using IMAP or POP, may not support server-side automatic replies in New Outlook. For a work account, ask your Microsoft 365 administrator whether the feature is available or managed by policy. For another provider, use its webmail settings or vacation-responder feature if offered.
The reply does not arrive when you test it. First confirm that automatic replies are switched on, the schedule has started, and you are testing the correct mailbox. Check the junk or spam folder in the test account and allow a short time for delivery. Outlook may send only one automatic reply to the same sender during an absence period rather than replying to every message, so repeated tests from one address may not produce a new reply.
Only internal senders receive a reply. Return to the settings and check that Send replies outside my organization is enabled. Review whether the external audience is limited to contacts. For a work mailbox, organizational policies may restrict external automatic replies; contact your administrator if the option is unavailable or will not stay enabled.
The reply continues after you return. Check whether you enabled a schedule and whether its end date and time have passed. If there was no schedule, switch automatic replies off manually. If the setting appears off but messages still receive a reply, verify that the sender contacted the same mailbox and check with your administrator for organization-level rules or another mail system sending the response.
The new settings do not appear to save. Make sure the app is online, wait for the saving indicator, and reopen the Automatic replies page. If it still fails, close and reopen New Outlook, then try again. You can also sign in to your work or Outlook.com mailbox in a browser and check the automatic-reply settings there. If browser settings are also blocked, an administrator or account provider may need to help.

New Outlook for Mac and Outlook on the web provide similar account-level automatic-reply controls, although the exact placement can vary by app version. In the Mac app, check the account settings for Automatic replies; in a browser, open Outlook settings and search for that phrase. Do not use the classic Outlook for Windows route File > Automatic Replies in New Outlook: that is a different interface.

Frequently Asked Questions

Can I schedule out-of-office replies in New Outlook?

Yes, if the account supports automatic replies. Turn on the option to send replies during a time period, then choose the start and end date and time. Confirm the schedule is saved and matches the mailbox’s time zone.

Can I use different replies for coworkers and external senders?

Yes. Enter the internal message, then enable external replies and add a separate message. The external option may let you limit replies to your contacts. Check that it is enabled if customers or other outside senders need an absence notice.

Will Outlook send an automatic reply to every email?

Not necessarily. Automatic replies are generally sent once to a sender during an absence period, rather than once for every message from that person. A test from the same address may therefore not trigger another reply. They also do not guarantee that the original message has been read or handled.

Do automatic replies work when my computer is turned off?

For supported Microsoft 365 or Outlook.com mailboxes, automatic replies are typically handled by the mail service, so the New Outlook app does not need to stay open. If your account uses another provider or a local rule, behavior can differ; check that provider’s settings and test before relying on it.

How do I turn off the out-of-office message?

Open Settings > Accounts > Automatic replies, select the account, and switch automatic replies off. If you set an end time, Outlook should stop them when that time passes, but check the setting if you continue to receive reports of replies after your return.

Why can’t I find Automatic replies for my account?

The account type may not support the feature in New Outlook, or your organization may control it. Check whether the account is connected as Microsoft 365 or Outlook.com, try the provider’s webmail, and contact your administrator if it is a work mailbox.

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

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

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