Out of Office in Outlook for Mac: Set Automatic Replies

To set an out-of-office reply in Outlook for Mac, open the automatic-replies settings for your email account, switch replies on, write your message, and—if the option is available—set the dates when it should run. You may need to use your email provider’s website instead if the account is not hosted by Microsoft Exchange or Outlook.com.

What You’ll Need

Outlook for Mac and access to the email account you want to update.
An Exchange, Microsoft 365 work or school, or Outlook.com account for Outlook’s built-in automatic-replies feature. Options vary by account type and Outlook version.
Your away dates, if you want the reply to start and stop automatically, plus the message you want senders to receive.
If you are using a Gmail, iCloud, or other IMAP account, access to that provider’s mail settings. Outlook may not offer server-based automatic replies for it.

Step-by-Step

Check which account should send the reply. In Outlook, look at the account name or address associated with the mailbox you will be away from. If you have multiple accounts, automatic replies are configured separately; selecting the wrong one can leave the mailbox you actually use without a response. If you are not sure what type of account it is, open Outlook’s account settings and check its details. Exchange, Microsoft 365, and Outlook.com accounts commonly support automatic replies in Outlook. POP and IMAP accounts may not.
Open automatic-replies settings. In classic Outlook for Mac, choose Tools > Automatic Replies from the menu bar. In new Outlook for Mac, click the Settings gear, open Accounts, select the relevant account, then look for Automatic replies. The placement and wording can change between Outlook builds. If you cannot find the setting, check Outlook for updates or configure the reply through your email provider’s web app.
Turn on automatic replies. Select the option that enables automatic replies for the account. In some versions it is labelled Send automatic replies. If you see an option to send replies only during a specific time period, turn that on when you want Outlook or the mail server to activate and deactivate the message automatically. If you leave scheduling off, remember that you will need to switch replies off yourself when you return.
Set the start and end times, if offered. Choose the date and time you want replies to begin and the date and time they should stop. Check the displayed time zone and make sure the end time is after the start time. Set the beginning to match when you want people to start receiving your away message—not necessarily the moment you leave your desk. A scheduled reply can prevent you from forgetting to turn it off, but it does not create a calendar event or mark your calendar as busy.
Write the message for people in your organization. Enter a clear, concise reply in the internal-message area if Outlook shows separate fields. State that you are away, when you expect to return, and what the sender should do if the matter is urgent. For example: “I’m away from Monday, June 8, and will return Tuesday, June 16. For urgent account questions, contact Jordan Lee at jordan@example.com.” Use a real return date, and confirm that any alternate contact is appropriate to share.
Decide whether to reply to people outside your organization. If an external-reply field or control appears, enable it only if people outside your company or school need a response. Some versions let you choose whether to reply to external senders in your contacts or to all external senders. Use the narrowest audience that meets your needs. External messages can reach clients, suppliers, mailing lists, or unfamiliar senders, so avoid including sensitive details such as internal staffing information, private phone numbers, or account data.
Save the setting and check it. Select Save, Done, or the equivalent button if the settings window has one. Reopen the automatic-replies panel and confirm that replies are still enabled, the schedule is correct, and both message fields contain the intended text. If you can, send a test message from a different account. Some services send only one automatic reply to the same person during an away period, so repeated tests from one address may not produce a new reply each time.

For Exchange and Microsoft 365 mailboxes, automatic replies are generally handled by the mail service, so Outlook does not usually need to remain open on your Mac. If you are relying on a provider’s separate vacation-response feature, use that provider’s instructions and check whether the response runs while your computer is off.

Common Mistakes

Setting a reply on the wrong account: Outlook can contain personal and work mailboxes at once. Verify the selected email address before saving, and repeat the setup for each mailbox that needs its own message.
Forgetting to set an end date: If you enable replies without a schedule, they may remain on until you switch them off. Use a time-limited schedule when it is available, or add a reminder to turn the feature off when you return.
Using an unclear or outdated return date: “Back soon” is not useful if the sender needs to plan. Give a specific date when possible, and update the message if your return plans change.
Sending internal details to everyone: A message for coworkers may mention team coverage or internal processes. Do not copy it automatically into an external-reply box; write a separate, more general version for outside senders.
Assuming an automatic reply proves delivery: Automatic replies may be limited to one per sender, filtered by provider rules, or unavailable for some account types. They are not a reliable way to confirm that every message arrived or was read.

Tips

Keep the reply useful and brief. Include your absence dates, an expected response date, and one suitable alternative contact or route for urgent requests. You do not need to explain why you are away.
Use separate internal and external messages. Coworkers may need operational details, while external senders usually need only a return date and a general contact route. If there is no separate external field, write a message that is appropriate for both groups.
Schedule a small buffer if needed. If you are leaving before your official time away begins, set the start time to reflect when you will stop checking mail. Check the time zone carefully when travelling or setting a schedule from another location.
Update related settings separately. An automatic reply does not set your Teams presence, create an Outlook calendar event, delegate your mailbox, or forward incoming mail. Configure those features separately if you need them.
Protect your privacy. Avoid stating that your home is empty, listing travel plans, or giving personal contact details to all senders. A simple absence and return date is usually enough.

Troubleshooting

You cannot find Automatic Replies: Check whether you are using new or classic Outlook and try the corresponding menu path above. Then check the account type. If it is Gmail, iCloud, or another IMAP mailbox, open that provider’s website and look for vacation responder, automatic response, or out-of-office settings. The setting may be managed by an organization’s administrator for a work or school account.
The setting will not turn on or save: Confirm that Outlook is connected to the internet and that you are signed in to the intended account. Close and reopen the settings panel, then try saving again. If the account is managed by work or school, ask the Microsoft 365 or Exchange administrator whether automatic replies are permitted or controlled centrally.
Senders say they did not receive a reply: First verify the address they emailed and check the internal or external audience settings. Then confirm the schedule has started and that the message was saved. Automatic replies may be sent only once to each sender during a period, and external messages can be subject to organization policies or spam controls. Ask a sender who has not previously tested the reply to check, rather than repeatedly testing from the same address.
The reply is still being sent after you return: Reopen the automatic-replies settings for that exact account and switch the feature off, unless the schedule has already ended. Check for a second mailbox or a separate vacation responder on the provider’s website. A calendar event ending does not automatically disable mail replies.
The dates or times seem wrong: Recheck the start and end values, including AM/PM if shown, and inspect the time zone configured for the mailbox or service. If you set the reply while travelling, the service may interpret the schedule using a different zone than you expect. Save the corrected schedule and verify it in the settings again.
The test reply does not appear immediately: Allow time for mail delivery, and check the recipient’s junk or spam folder. A test sent from the same address may not trigger a second response because many services avoid repeatedly replying to one sender. Use a different address for a fresh test, and do not include confidential information in the test message.

Frequently Asked Questions

Can I set an out-of-office reply in Outlook for Mac without a Microsoft 365 account?
Yes, if the mailbox is an Exchange account or Outlook.com account that supports automatic replies. For Gmail, iCloud, and some other accounts, set the vacation response in the provider’s own settings instead.

Does Outlook for Mac need to stay open?
For server-hosted Exchange or Microsoft 365 automatic replies, usually not; the mail service handles the response. For a provider-specific feature or a mailbox without server-side support, follow that provider’s instructions.

Can I send different replies to coworkers and external contacts?
Often, yes. Outlook may provide separate internal and external message fields, with controls for which external senders receive a reply. If those fields are not available, use a single message that is safe and clear for both audiences.

Will every sender receive an automatic reply every time they email me?
Not necessarily. Many mail services limit automatic replies to one per sender during an absence period, and organizational policies may restrict replies to external senders. Do not use the feature as confirmation that a message was delivered or read.

Does an out-of-office reply block or forward my email?
No. It sends an automatic response but does not stop messages arriving, forward them to a coworker, or grant someone access to your mailbox. Set forwarding, delegation, or calendar availability separately if required.

How do I turn the reply off when I am back?
Open the same automatic-replies settings for the relevant account and switch replies off, unless you set an end time that has already passed. If you also enabled a vacation responder on your email provider’s website, turn that off there as well.

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

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