Out of Office in Outlook on the Web: How to Set It

To set an out-of-office reply in Outlook on the web, open Settings, find Automatic replies, turn them on, write your message, and save. You can set start and end times so Outlook switches the reply off automatically, and choose whether people outside your organization receive it. Sign in to the mailbox you want to update first; the exact settings path can vary slightly between work, school, and personal accounts.

What You’ll Need

A web browser and an internet connection.
The sign-in details for the Outlook account whose replies you want to change. For a work or school account, your organization may manage some settings.
Your planned away dates and a short message explaining when you will return. If appropriate, have an alternate contact ready to include.

Step-by-Step

Sign in to the correct mailbox. Go to Outlook on the web through your organization’s Microsoft 365 sign-in page, or visit Outlook on the web and sign in with the account you will be away from. If you have several accounts, check the profile or account name before changing settings. Automatic replies apply to the selected mailbox, not every Outlook account you can access.
Open Outlook settings. Select the gear-shaped Settings button near the top-right corner. In many current work and school accounts, select Accounts and then Automatic replies. In other layouts, select Mail, then Automatic replies. If you do not see either option in the first panel, choose View all Outlook settings and look under those categories. The labels can differ slightly by account and rollout.
Turn on automatic replies. On the Automatic replies page, switch on Turn on automatic replies or the equivalent toggle. If the switch is off, saved text will not be sent as a reply. Some accounts show separate controls for whether replies are active now and whether they are scheduled; make sure the main automatic-replies setting is enabled.
Choose whether to schedule the reply. If you want Outlook to start and stop for you, select the option to send replies only during a time period. Set the start and end dates and times, checking the time zone shown by Outlook. The reply generally becomes active at the selected start time and stops at the end time. If you are already away and do not need an end date, you can leave scheduling off, but remember to return to this page and switch replies off yourself.
Write the message for people in your organization. Enter a clear, brief note in the message box. State that you are away, when you expect to return, and whom to contact for urgent work if there is an appropriate alternate. For example: I’m away from November 10 through November 14 and will respond when I return on November 17. For urgent order questions, contact the service desk. Avoid promising an exact response time unless you can meet it.
Decide whether to reply to people outside your organization. If Outlook offers a separate option for external senders, turn it on only if those people should receive an away message. Depending on the account, you may be able to send it to everyone outside the organization or only to people in your contacts. Add a suitable external message if the setting provides a separate box. Keep it professional and do not include confidential details, private phone numbers, travel plans, or information that would be unsafe to share with an unknown sender.
Review optional calendar and meeting controls. Some work accounts let you block your calendar for the period, automatically decline new meeting invitations, or cancel existing meetings. These controls are separate from the email reply. Select only the actions you intend: declining invitations may affect colleagues, and cancelling existing meetings can send notices to attendees. If you need to manage only selected meetings, leave automatic meeting actions off and handle those invitations individually.
Save and confirm the settings. Select Save if the page provides that button. If your version saves changes automatically, wait for the confirmation or for the settings panel to finish updating before closing it. Reopen Automatic replies and check the toggle, dates, times, and both message boxes. This quick review helps catch a missed save or a schedule that ends on the wrong day.
Check the result without relying on a sent-message copy. Automatic replies are sent by the mailbox, and Outlook may not place a copy of every reply in your Sent Items. Confirm the settings are enabled and scheduled correctly. If you need to check the wording, send a test message from a different account you control, bearing in mind that Outlook may limit how often it replies to the same sender during one away period.

Common Mistakes

Writing the message but leaving replies switched off. Text in the box alone does not activate the feature. Check the main toggle and the schedule option.
Choosing the wrong mailbox. If you manage a personal account and a work mailbox in the same browser, confirm which one is open before saving. Repeat the setup separately for each mailbox that needs it.
Entering an incorrect end date or time. A date can be right while the time or time zone is wrong. Check both endpoints, especially if you are travelling or your organization uses a different local time.
Assuming external replies are included automatically. A message for coworkers may be sent only inside your organization. Check the external-sender control if clients, suppliers, or other outside contacts need a reply.
Sharing too much information. An out-of-office message can reach unexpected senders. Do not say that your home is empty, provide account details, or disclose sensitive project information.
Forgetting to account for meeting actions. Declining invitations or cancelling existing meetings can affect other people. Review those controls separately from the email text.

Tips

Make the return date unambiguous. Use a date or weekday rather than a vague phrase such as “back soon.” If your schedule runs through Friday, say when you will next be available.
Keep internal and external messages appropriate to their audiences. Coworkers may need a team contact or project handoff; an external sender may need only a general return date and a public support address.
Use a shared contact route for urgent requests. A team inbox or service desk is often more reliable than naming one colleague who might also be unavailable.
Set the reply before you leave. A scheduled start gives you time to review the wording and dates. If plans change, return to Automatic replies and adjust or turn off the schedule.
Remember that this is not a forwarding rule. Automatic replies tell senders you are away; they do not forward incoming mail to a colleague. Arrange forwarding or mailbox delegation separately if your organization permits it.

Troubleshooting

I cannot find Automatic replies. Open the full settings panel and check both Accounts and Mail. If the option is still missing, make sure you are in Outlook on the web and signed in to the intended mailbox. A work or school administrator may restrict features, or the mailbox type may not support server-side automatic replies. Contact your organization’s IT support if the setting is unavailable.

The reply is not being sent. Reopen the setting and confirm that automatic replies are on, that the current time falls within the scheduled period, and that the correct message is entered. Check whether you enabled replies to external senders if the test came from outside your organization. Automatic replies are not necessarily sent for every message: Outlook or Exchange can limit repeated replies to the same sender to avoid sending a loop of messages. Test from another address rather than repeatedly mailing the same account.

The reply starts or ends at the wrong time. Check the displayed time zone and the selected start and end times. If a scheduled period has already ended, Outlook may have switched replies off as intended. Edit the schedule and save it again. If you are travelling across time zones, use the time zone indicated in the settings rather than assuming it has changed to your destination’s time.

External contacts do not get a reply. Check that external replies are enabled and review whether the setting is limited to contacts. A sender not saved in your contacts may not receive a message under that option. Also check with your Microsoft 365 administrator if your organization blocks external automatic replies.

The message looks different from what you typed. Reopen the message field and check for accidental deletions, pasted formatting, or text entered in the internal box instead of the external one. Use plain, readable wording and save again. If the setting still does not update, refresh Outlook, sign in again, or try another supported browser; then verify the saved text in settings.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook on the web from my phone?
Yes. Open Outlook on the web in a mobile browser and use the browser’s desktop-site option if the full settings are not visible. The Outlook mobile app also has automatic-reply controls, but its menu labels differ from the browser steps above.

Will Outlook send the reply to every email someone sends me?
Not necessarily. Automatic replies are designed to avoid repeatedly sending the same person a message during an away period, so a sender may not receive a new reply for every message. Do not use the feature as a delivery receipt.

Can I set different messages for coworkers and outside contacts?
Many work and school accounts provide separate internal and external message areas. If your account shows only one message box or no external option, that feature may not be available or may be controlled by your administrator.

Does the out-of-office reply forward my email?
No. It sends an automatic response to eligible senders but does not route their messages to another person. Set up forwarding or delegation separately if needed and permitted.

How do I turn off the reply early?
Return to Settings and open Automatic replies. Switch the feature off, or change the scheduled end time, then save if prompted. Check the page again to confirm the setting has updated.

Can I schedule automatic replies for a shared mailbox?
Possibly, if you have the required access and your organization allows the setting. Open the shared mailbox itself in Outlook on the web and check its Automatic replies settings. If you cannot access that page or save changes, ask the mailbox owner or administrator to configure it.

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

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