Set Out of Office in Outlook Mail: A Step-by-Step Guide

To set an out-of-office reply in Outlook, open Automatic Replies, turn on automatic replies, write your message, and—if you want—set a start and end time. The menu differs slightly between classic Outlook, new Outlook, Outlook on the web, and Mac. You will usually need a Microsoft 365 or Exchange account for Outlook to send replies while your computer is off; personal POP or IMAP accounts may not support server-based automatic replies.

What You’ll Need

Access to the Outlook account that will send the reply. If you manage several accounts, identify which one needs the out-of-office message.
A brief message explaining when you are away and, if appropriate, who to contact instead. Avoid including sensitive personal details.
Optional: the dates and times your absence starts and ends, plus a separate message for people outside your organization.
An internet connection to change the setting. Once a server-based automatic reply is scheduled, Outlook generally does not need to stay open.

Step-by-Step

Open the right Outlook account. Start Outlook on Windows or Mac, or sign in to Outlook on the web at your organization’s Outlook address. If multiple mailboxes appear, select or open the one whose senders should receive your message. Automatic replies are configured per account or mailbox, not as one universal setting for every address you use.
Find Automatic Replies. In classic Outlook for Windows, select File > Automatic Replies. In new Outlook for Windows and Outlook on the web, select the gear icon for Settings, then look under Accounts > Automatic replies. In Outlook for Mac, look for Tools > Automatic Replies in classic Outlook, or open Settings and find Accounts > Automatic replies in the newer interface. Outlook’s layout can vary by update and account type; if you do not see the option, use Settings search for Automatic Replies or check the troubleshooting section below.
Turn on the reply. Choose the option to send automatic replies. In classic Windows Outlook, this is usually labeled Send automatic replies. In the newer settings, switch on Automatic replies. If Outlook offers a choice to send replies only during a time period, enable it when you have definite dates. If you leave scheduling off, remember to switch replies off manually when you return.
Set the start and end time if available. Select the option to send replies only during a time range, then enter the beginning and ending dates and times. Check the time zone shown by Outlook, especially if you are traveling or arranging the reply from another location. Choose an end time that matches when you expect to resume checking email. A scheduled end prevents the message from continuing after your absence, but it does not cancel messages already sent.
Write the message for people inside your organization. Enter a concise reply in the internal message area. Include the dates you are away, whether you will have limited access to email, and a colleague or team contact if senders need help. For example: I’m away from November 10 through November 14 and will respond when I return. For urgent order questions, contact Jordan Lee at the support desk. Only include contact information you are permitted to share.
Decide whether to send a separate external reply. Outlook may provide a distinct message area or a setting for people outside your organization. If external replies are enabled, write a version suitable for customers, vendors, and other people who do not work with you. You can use a more general message and omit internal team details. Some versions let you send external replies only to contacts; choose that restriction if you do not want every outside sender to receive the message. If you do not need external replies, leave that option off.
Review formatting and message content. Read both messages as if you were the recipient. Check spelling, dates, the return date, phone numbers, and any alternate contact. Keep the reply short enough to scan on a phone. Do not include passwords, account recovery details, confidential project information, or a full travel itinerary. If the editor supports rich text, avoid complicated formatting that may display differently in other email apps.
Save or apply the setting. Select Save, OK, or the equivalent button shown in the current interface. Classic Outlook for Windows typically uses OK after you finish setting the reply. New Outlook and web settings may save changes through a button or automatically; follow the confirmation shown on screen. Do not close the window before any unsaved changes are applied.
Confirm it is active. Reopen Automatic Replies or return to its settings and check that the switch or selected option shows the intended status and dates. If the account is important, send a test email from a different account you control. Check the sender’s inbox, including junk mail, and confirm the reply has the correct message. Do not repeatedly test by sending many messages: Outlook may send only one automatic reply to the same sender during an absence period.
Turn it off when you return, if it is not scheduled. Open the same Automatic Replies settings and switch the feature off or select the option not to send automatic replies. If you set an end time, verify that it has passed and that the setting is no longer active. If you return earlier than planned, disable the reply then rather than waiting for the scheduled end.

Common Mistakes

Setting the reply on the wrong mailbox: A shared mailbox and your personal mailbox may have separate settings. Confirm the account name before editing the message, and configure each mailbox that needs its own reply.

Forgetting the end date or forgetting to switch the reply off: If the time range is optional and you do not set one, the reply can remain active until you turn it off. Conversely, an end date set too early can stop the message while you are still away. Check both dates and times before saving.

Assuming every sender will receive a reply to every email: Outlook commonly sends an automatic response only once to each sender during an active period, rather than replying to every message in a thread. This helps prevent repetitive messages and mail loops. A sender who writes again may not receive another copy.

Leaving external replies enabled without reviewing the wording: A message intended for coworkers might reveal internal names, procedures, or contact details to people outside your organization. Review the external message separately and use the available contacts-only setting if it fits your needs.

Expecting a personal POP or IMAP account to behave like Exchange: The Automatic Replies control may be missing for some account types. A rule-based workaround can behave differently and may require Outlook to remain open. Do not assume that a message is active until you have confirmed the account supports it.

Tips

Write the message so it answers the practical questions a sender is likely to have: when you will be back, whether you will check messages, and what to do if the matter cannot wait. If you do not know the exact return date, say when you expect to respond without promising a date you cannot guarantee.

Use different internal and external messages when the audiences need different information. For coworkers, name the correct team or backup contact. For external senders, a general direction such as contacting the service desk may be safer and clearer. If you do not have an approved substitute contact, simply say you will respond after you return.

Schedule replies using the time zone associated with the mailbox or the time zone displayed in Outlook. If your trip crosses time zones, do not assume the displayed time changed just because your laptop did. For a long absence, consider whether your organization has a required message format or policy on sharing contact details.

Before leaving, check whether a colleague has access to messages that need immediate attention. An out-of-office reply informs senders but does not forward email, delegate mailbox access, or assign work. Set forwarding or delegation separately only if your organization allows it and you need those functions.

Troubleshooting

There is no Automatic Replies option. First check that you opened the correct mailbox and that it is connected to Microsoft Exchange or a Microsoft 365 work or school service. Some personal or IMAP/POP accounts do not provide server-based automatic replies. In a work account, your administrator may control the feature. If the setting should be available, update Outlook, sign in again, or ask your email administrator whether automatic replies are allowed.

The setting is on, but no reply arrives. Check that the sender emailed the account where the setting was enabled, that the start time has passed, and that the message was saved. Ask the sender to check junk mail and verify the external-sender option if they are outside your organization. A reply may not be sent again to the same sender during the same absence period, so test with a different address rather than repeatedly emailing from one account.

The reply started or ended at the wrong time. Reopen the settings and inspect the date, time, and displayed time zone. Correct the range and save it. If you are already back, turn the setting off immediately; do not rely on editing a past end time to deactivate it.

Only some people receive the message. Review whether the external option is disabled or limited to contacts, and whether the sender is inside or outside your organization. Your organization may also apply mail-flow rules that restrict automatic replies. For a work mailbox, ask IT to check the policy if your settings look correct.

A rule-based workaround is not sending replies. For an account without Automatic Replies, a mail rule may be available, but it is not equivalent to server-based out-of-office settings. In classic Outlook for Windows, rules are managed through File > Manage Rules & Alerts; available rule actions depend on the account and Outlook version. A client-only rule may work only while Outlook is running, and a poorly configured rule can send repeated responses. Ask your provider or administrator about a supported server-side option before relying on a workaround.

Frequently Asked Questions

Does Outlook send out-of-office replies while my computer is off?
Usually yes when Automatic Replies are configured on a Microsoft Exchange or Microsoft 365 mailbox, because the mail service handles the reply. A rule-based workaround for some POP or IMAP accounts may require Outlook to be running, so confirm how your account works.

Can I set different replies for coworkers and external senders?
Yes, many Outlook versions provide separate internal and external message areas. External-reply controls and contacts-only choices can vary by account and interface. Review the available options before enabling replies outside your organization.

Will Outlook reply to every email from the same person?
Usually not. Outlook generally sends one automatic reply to a sender during the active period, rather than replying to every message that person sends. This behavior helps prevent repeated responses.

Can I set an out-of-office reply from my phone?
Often you can, using the Outlook mobile app’s account settings if your mailbox supports Automatic Replies. Open the app’s settings, select the relevant account, and look for Automatic Replies. Labels can differ by app version; if the option is unavailable, set it through Outlook on the web or desktop.

How do I set an out-of-office reply for a shared mailbox?
Open or add the shared mailbox and configure its Automatic Replies separately, if you have permission. If the setting is missing or you cannot edit it, ask the mailbox owner or administrator to enable or configure the reply. Do not set your personal mailbox’s reply and assume it covers the shared address.

Can I send an automatic reply without showing my exact return date?
Yes. You can keep the message general, such as saying you are away and will respond when available. If Outlook requires a scheduled range for your chosen setup, you can still use the dates to control when the feature runs without including those dates in the message itself.

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

More in How-to basics

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

Spotted an error in this guide? Let us know.