How to Set Out of Office in Outlook on the Web

To set an out-of-office message in Outlook on the web, open Settings, find Automatic replies, turn them on, write your message, and save. You can also set a start and end time so replies switch off automatically. The setting is stored with your mailbox, so you generally do not need to leave Outlook open while you are away.

What You’ll Need

Access to your Outlook mailbox in a browser. For a work or school account, go to outlook.office.com; for a personal Outlook.com account, go to outlook.live.com.
Your sign-in details and permission to manage the mailbox. If it is a shared mailbox, you may need the mailbox owner or administrator to grant access.
The dates and times you will be away, plus the message you want senders to receive. If you plan to reply to people outside your organization, decide whether to include everyone or only your contacts.

Step-by-Step

Open the correct mailbox. Sign in to Outlook in your browser and check the account name or profile at the top of the page. This matters if you have both a personal account and a work account open: automatic replies apply to the mailbox you are viewing, not every account you use. If you are managing a shared mailbox, open that mailbox first.
Open the automatic-replies setting. Select the gear-shaped Settings button near the upper-right corner. In many Outlook on the web layouts, choose Mail > Automatic replies. In some updated layouts, the setting appears under Accounts > Automatic replies. If you do not see it, use the search field in Settings and search for “automatic replies.” In the full settings panel, the Mail route may be under View all Outlook settings.
Turn on automatic replies. Select the option labeled Turn on automatic replies or its equivalent. Do not assume that typing a message is enough: the feature must be enabled before Outlook sends it. If the control is already on, check its scheduled dates before changing anything, especially if another person set the message.
Choose whether replies have a schedule. If you want the message to start and stop automatically, select the option to send replies only during a time period. Enter the start date and time and the end date and time. Check the displayed time zone and use the time zone that applies to the mailbox. If you do not set a period, replies may remain enabled until you return and turn them off manually. A schedule is usually safer for a planned vacation or appointment.
Write the reply for people in your organization. In the message box, enter a short, useful note. Include when you expect to return, whether you will check messages, and who to contact for urgent matters. For example: “I’m away from November 12 through November 18 and will reply when I return. For urgent billing questions, contact Jordan Lee at the support desk.” Avoid promising a specific response time if you cannot guarantee it.
Decide whether to reply to external senders. If Outlook offers a separate option for people outside your organization, turn it on only if you want external senders to receive a message too. Depending on the mailbox and layout, you may be able to choose all external senders or only people in your contacts. The external message may have its own text box, so do not assume the internal note will be sent to customers or other outsiders. Keep external replies especially careful: they can reveal your absence dates and contact details to people beyond your workplace.
Review the wording and save. Check names, dates, contact information, and spelling. Then select Save if the panel provides a Save button. Some versions save changes as you make them; look for a confirmation or verify the setting after closing and reopening Settings. If you set a schedule, confirm that the switch and dates still appear as intended.
Check that it works. When practical, send a test message from a different email account, not from the mailbox you just configured. Check both internal and external behavior if you enabled both. Automatic replies are not necessarily sent again every time the same person emails during one absence; Outlook or the organization’s mail system may limit repeat replies. If you need to change the message, return to Automatic replies and edit it.

Common Mistakes

Forgetting to enable the feature: A complete message can sit in the settings without being sent if the automatic-replies switch is off. Check the switch as well as the message text.
Leaving the end date blank unintentionally: Without a schedule, you may continue sending the notice after you return. Set an end time for planned absences, or add a reminder to disable replies on your first day back.
Using the wrong mailbox or schedule: A personal account, work account, and shared mailbox have separate settings. Also check the displayed time zone; a correct date paired with the wrong time zone can make the reply start or stop earlier than expected.
Assuming external replies are enabled: Internal and external settings can be separate. Read the external-sender controls and message field rather than relying on the internal reply to cover everyone.
Including too much personal information: An external automatic reply may go to people you do not know. You rarely need to explain why you are away, give travel details, or disclose personal phone numbers.

Tips

Use a clear subject-like first sentence in the body, such as “I’m out of the office until Monday, November 23.” Outlook sends the text as a reply, so make the first line understandable on its own.
Give an alternative contact only if that person has agreed to handle the requests. Include a team address or service desk when that is more reliable than a colleague’s personal inbox.
Keep internal and external versions appropriate to their audiences. An internal message can name a team or process; an external one can simply state that you are unavailable and provide a general contact channel.
For recurring absences, do not rely on an old message without checking it. Update the dates and contact details each time, and remove outdated instructions.
Remember that automatic replies do not forward, read, or answer the incoming message. If you need someone to handle incoming mail, arrange mailbox delegation or a forwarding rule separately, following your organization’s policies.

Troubleshooting

No one receives a reply: Reopen Settings and confirm that automatic replies are on and that the current time falls within the selected schedule. Confirm you edited the right mailbox and, for external senders, that the external-reply option is enabled. Test from a separate address. Some organizations restrict automatic replies to external recipients, so ask your Microsoft 365 administrator if the settings look correct but external tests fail.

The reply starts or ends at the wrong time: Check the mailbox’s time-zone setting and the start and end times in Automatic replies. A date range can be interpreted according to the mailbox’s configured time zone rather than the location of the person who set it. Adjust the schedule and save again; if the account is managed by an organization, ask an administrator to confirm the mailbox time zone.

You cannot find the setting: Use the Settings search field and search for “automatic replies.” Also check whether you are in Outlook on the web or another Outlook app, since menu locations differ. If you can read a shared mailbox but cannot change its settings, you may not have the required permissions. Ask the mailbox owner or administrator rather than changing a different account by mistake.

The sender receives an old or unexpected message: Check whether a previous schedule or message remains in the mailbox, and review both internal and external text boxes. Outlook commonly limits repeat automatic replies to a sender during an active period, so a sender who received an earlier reply may not see an edit immediately. Test with an address that has not already received a reply, or ask the recipient to check the latest message after the change.

Your account has no automatic-replies option: Some mailboxes, particularly accounts connected through basic IMAP or POP access, do not support server-side automatic replies in Outlook. A work or school account may also have the feature controlled by an administrator. Check the provider’s webmail settings or contact the administrator. Do not assume an Outlook rule will behave exactly like a mailbox-level out-of-office reply.

Frequently Asked Questions

Does Outlook on the web need to stay open for the reply to work?
Usually not. For a supported Microsoft 365 or Outlook.com mailbox, the automatic-reply setting is handled by the mail service, so you can close the browser. This differs from relying on a local draft or an application-specific action.

Can I set different messages for coworkers and external senders?
Often, yes. When the external-sender option is available, Outlook provides a separate message area for people outside your organization. Set both messages if you want replies to go to both audiences, and review the external version for sensitive information.

Will Outlook send a reply to every message from the same person?
Not necessarily. Automatic replies are generally limited so one sender does not receive the same notice repeatedly during an absence. The exact behavior can depend on the mailbox and organization settings. Do not use the feature to confirm receipt of every individual email.

Can I set an out-of-office message for a shared mailbox?
Yes, if your organization allows it and you have permission to manage that mailbox’s settings. First open the shared mailbox, then configure its automatic replies. If the controls are missing or changes will not save, ask its owner or administrator to check your permissions.

How do I turn off the message when I return?
Open Settings > Automatic replies for the same mailbox and turn off the feature, then save if prompted. If you set an end date, Outlook should stop sending replies after that time, but check the switch when you return so an unintended manual setting does not remain active.

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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