How to Set Out of Office in Outlook and Webex on Any Device

To set an out-of-office message in Outlook, turn on Automatic Replies and enter the message and dates; in Webex, add a status message and, if useful, set your availability to Do not disturb. Outlook can send automatic email replies, while a Webex status is a presence signal rather than an automatic reply to chats. Set up both before you leave, then test the email response and check that your Webex status is visible.

The exact Outlook menu depends on whether you use classic Outlook, the newer Outlook for Windows, Outlook on the web, or Outlook for Mac. The steps below cover the common Microsoft 365 versions. Webex menu labels can also vary slightly by app version and organization settings.

What You’ll Need

Access to the Outlook mailbox you want to update. Automatic Replies is generally available for Microsoft 365 work or school accounts and other Exchange mailboxes; personal or non-Exchange accounts may not offer the same feature.
The date and time you want replies to start and stop, including the time zone if you are scheduling a long absence.
A concise message for people inside your organization and, if appropriate, a separate message for external senders. Avoid sharing sensitive travel, contact, or account details.
The Webex app or Webex website signed in to your work account. Your organization may control which availability options or integrations are available.

Step-by-Step

Choose when your Outlook reply should begin and end. Confirm your return date and whether you want replies sent immediately or only during a scheduled period. If you are crossing time zones, check the time zone used by your Outlook calendar and mailbox. A scheduled end time prevents an old message from continuing to go out after you return.
Open Automatic Replies in classic Outlook for Windows. In classic Outlook, select File > Automatic Replies. If you see the Automatic Replies dialog, select Send automatic replies. To schedule the absence, select Only send during this time range, then set the start and end dates and times. If you do not select a time range, you will need to turn the replies off yourself when you return.
Write your internal Outlook message. In the Inside My Organization tab, type a brief note saying you are away, when you expect to return, and who can help with urgent matters. Give a colleague’s name or shared team address only if they have agreed to be listed. Keep the message useful and factual; there is no need to explain why you are away.
Decide whether to reply to people outside your organization. In classic Outlook, use the Outside My Organization tab and enable replies to outside senders only if you want them. Depending on the available choices, you may be able to reply only to contacts or to all external senders. Use a more limited message for external recipients, and do not reveal confidential project or personal information. Select OK to save the settings.
Set replies in new Outlook for Windows or Outlook on the web. Open Settings, then look under Accounts > Automatic replies. In some Outlook on the web layouts, the option may appear under Mail > Automatic replies. Turn on automatic replies, select the option to send replies during a time period if shown, and enter the start and end times. Add the internal message and, if offered, enable external replies and write a separate external message. Select Save or close Settings if the page saves automatically; verify the setting remains on.
Set replies in Outlook for Mac if you use a work Exchange account. In Outlook for Mac, look for Tools > Automatic Replies. Turn on automatic replies, add the message and any available schedule, and save. The precise controls depend on the Outlook for Mac version and account type. If you do not see Automatic Replies, check Outlook on the web for the same work mailbox or ask your administrator whether the account supports it.
Check the Outlook message and schedule. Read the message once as if you were a sender: confirm the return date, spelling, contact details, and tone. Make sure the end date is correct and that the external-reply setting matches your intention. If your Outlook version offers a preview or confirmation, use it. Do not assume a draft message has been activated; confirm that automatic replies are switched on.
Open your Webex profile controls. In the Webex desktop app or web app, select your profile picture or initials. Choose the control for setting a status message, then enter a short note such as Away until Tuesday, November 10; contact the support desk for urgent requests. If the app offers an option to clear the message after a set time, choose an appropriate duration. Avoid putting private details in a status that coworkers or other contacts may see.
Choose a Webex availability state if you need one. From your profile or availability controls, select Do not disturb if you want to reduce interruptions, and set a duration if that option is available. A status message and an availability state are separate: a message explains your absence, while Do not disturb affects how Webex treats interruptions or notifications. If you need to remain reachable for urgent calls, consider leaving your availability as it is and using only the message.
Check the Webex mobile app if you use it. Tap your profile picture or initials, then look for the status message and availability controls. Set the same wording and an appropriate duration. Mobile menu names can differ from desktop, so confirm the displayed message on your profile rather than assuming a desktop change appears exactly as expected. If your organization syncs Webex presence with a work calendar, check whether an Outlook out-of-office event already changes your presence automatically.
Test both tools before you leave. Ask a colleague or use a permitted test account to send a message to the Outlook mailbox and confirm the automatic reply arrives as expected. Do not repeatedly test by sending from the same address: many systems send only one automatic reply to a sender during a period. Check your Webex profile from another device or ask a coworker to confirm the status is visible. Leave enough time to correct the schedule or wording.

Common Mistakes

Assuming a Webex status sends a reply. A status message tells people you are away, but it does not normally send an automatic response to each incoming Webex chat. Keep Outlook automatic replies enabled for email, and use a separate communication method if your team requires chat coverage.

Forgetting to schedule an end time. If automatic replies are left on without a time range, they may continue after you return. Likewise, a Webex status can remain visible longer than intended if you do not select a clearing time or update it when you are back. Set reminders if either app does not provide a suitable schedule.

Putting too much information in an external reply. External senders may include customers, vendors, or people you do not know. Do not include detailed travel plans, personal phone numbers, internal schedules, or confidential information. A return date and an approved alternative contact are usually enough.

Turning on Do not disturb without considering calls. Do not disturb may suppress notifications or interruptions, depending on your Webex configuration. If colleagues need to reach you for urgent matters, make sure a delegate or team contact is listed and understand how the availability state affects incoming calls in your organization.

Expecting an unsupported Outlook account to have Automatic Replies. The built-in setting is tied to supported mailbox services, not simply to having Outlook installed. For an account that does not provide Automatic Replies, a client-side rule may require Outlook to remain open and connected, and may not work for every type of message. Confirm the limitation with your mail provider before relying on a rule.

Tips

Keep the message short, direct, and easy to act on. Include the date you expect to return, a backup contact for urgent issues, and whether you will check messages. If your return date is uncertain, say that you will respond when you are back rather than promising a specific response time. Use the same general wording in Outlook and Webex so people receive a consistent signal.

Set the messages shortly before your absence, then check the start time once more. If you are taking a partial day, schedule the exact start and end rather than using all-day wording that could be interpreted differently. For a longer leave, confirm that the backup contact is still available and that any shared mailbox or ticket queue has its own coverage plan.

Use external replies selectively. Some organizations restrict automatic messages to external senders or prevent replies to mailing lists to avoid loops. If you expect messages from customers, ask your administrator or team lead what wording and contact details are approved. Do not use an automatic reply to promise that an issue has been received or resolved unless your system actually confirms that.

Remember that Outlook calendar entries and Automatic Replies are related but distinct. A calendar event marked Out of Office can show your availability to coworkers, but it does not necessarily enable an email response. Conversely, enabling an email reply does not guarantee that your calendar marks you unavailable. Set both if your workplace relies on both signals.

Troubleshooting

Automatic Replies is missing. Confirm that you opened the correct mailbox and account in Outlook. Work or school Exchange mailboxes commonly provide the setting, while POP or IMAP accounts may not. Try Outlook on the web using the same work account. If it is still missing, ask your IT administrator whether the mailbox supports automatic replies or whether the organization has disabled the feature.

Outlook does not send a reply. Check that the feature is switched on, the current time falls within the scheduled range, and the message was saved. Make sure you are testing from a different sender: Outlook and Exchange often limit repeated automatic replies to the same address. Check junk or quarantine folders, and verify the sender is not excluded by an external-sender setting or organizational policy. For a non-Exchange account using a rule, confirm the required Outlook app is running and connected.

The reply goes out at the wrong time or keeps going after you return. Reopen Automatic Replies and verify the start and end dates, including AM or PM and the mailbox time zone. Correct the schedule and save it. If there is no schedule, switch automatic replies off manually. Check whether another mail client or administrator has also configured an absence response, since two systems may send conflicting messages.

External contacts do not receive the message. Confirm that replies to senders outside your organization are enabled and that you entered text in the external message field. Some systems distinguish trusted contacts from all external senders. Company policies may block external replies, and automatic messages may not be sent to mailing lists or addresses that have already received one. Ask IT to confirm the policy if the setting appears correct.

Webex status is not visible or notifications continue. Reopen your profile and check the saved status message and availability state. Confirm you are signed in to the intended Webex account and that the message has not expired. If Outlook calendar presence is integrated, give it time to sync and check the organization’s integration settings. Availability behavior can be controlled by administrators, so ask your Webex support contact if the state is unavailable or does not affect notifications as expected.

The status changes on one device but not another. Check that both devices use the same work account, update or restart the app, and allow a short time for the service to synchronize. Sign out and back in only if the status still fails to refresh. For a company-managed account, avoid changing settings repeatedly; an administrator may control presence or calendar synchronization centrally.

Frequently Asked Questions

Does Webex automatically reply to chat messages when I am out of office?
No. A Webex status message communicates that you are away, but it is not normally an automatic chat reply. Use Outlook Automatic Replies for email, and tell your team how urgent Webex requests should be handled.

Can I schedule Outlook automatic replies in advance?
Yes, if your account and Outlook version support the schedule option. Turn on Automatic Replies and set the start and end date and time. If you do not see a scheduling option, you may need to turn replies on and off manually or ask your administrator about the mailbox.

Will my Outlook out-of-office message appear in Webex?
Not necessarily. Some organizations connect Webex presence to an Outlook or Microsoft 365 calendar, but an email automatic reply alone does not guarantee a Webex status change. Check your profile and ask your administrator whether calendar integration is enabled.

Should I turn on Do not disturb in Webex while away?
Only if its effect suits your coverage plan. Do not disturb can reduce interruptions, but its impact on calls and notifications depends on your organization’s configuration. Add a backup contact and choose a duration so the state does not remain on by accident.

Can I set an out-of-office reply for a personal Outlook account?
It depends on the mail service and account type. Some personal Outlook.com accounts offer automatic replies, while accounts configured through POP or IMAP may not show the built-in Exchange control. Check the account’s webmail settings or ask the provider; do not rely on a desktop rule unless you understand whether Outlook must stay running.

How can I confirm my settings are working?
Check that Outlook says automatic replies are on and review the time range. Send one test email from a different address, allowing for the system’s limit on repeat replies to the same sender. Then ask a coworker to check your Webex profile or view it from another signed-in device.

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

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