Out of Office in Outlook: Schedule Automatic Replies

To schedule an out-of-office reply in Outlook, open Automatic replies, turn them on, and set a start and end time. In classic Outlook for Windows, go to File > Automatic Replies; in new Outlook or Outlook on the web, open Settings > Accounts > Automatic replies. Add your message and save it. You will need an account that supports automatic replies, usually a Microsoft 365 or Exchange account.

What You’ll Need

An Outlook account with access to Automatic replies. Microsoft 365 work or school accounts and Exchange accounts commonly include this feature. Personal Outlook.com accounts may also offer it.
Your planned start and end dates and times. Check the time zone used by your mailbox, especially if you will be travelling.
A brief message explaining when you will return and, if appropriate, who people can contact while you are away.
Optional: a separate message for people outside your organization, and details of any calendar events or meetings that need to be handled.

Step-by-Step

Open the automatic-reply controls for your version of Outlook. In classic Outlook for Windows, select File on the ribbon, then Automatic Replies. In new Outlook for Windows or Outlook on the web, select the gear-shaped Settings button, choose Accounts, then Automatic replies. If you do not see that option, use the Settings search box to look for “automatic replies.” In Outlook for Mac, open Outlook > Settings > Automatic Replies; on some versions, the setting is under Tools > Automatic Replies.
Turn on automatic replies. In classic Outlook for Windows, select Send automatic replies. In new Outlook, the web app, and Mac, turn on the Automatic replies switch or equivalent control. Do not close the window before saving or applying your changes. If the account is connected through a provider that does not support server-side automatic replies, Outlook may not show this control.
Choose the scheduled period. Select the option to send replies only during a specific time period, if it is not already selected. Enter the start date and time and the end date and time. Set the start to when you want the first reply to be sent, and the end to when you expect to be available again. Check AM and PM carefully if your Outlook version uses a 12-hour clock. If you do not set a time range, automatic replies may remain on until you turn them off yourself.
Write the message for colleagues inside your organization. In classic Outlook, use the Inside My Organization tab. In other versions, enter the message in the main reply box. Keep it useful and brief: say that you are away, give your return date, and name a backup contact if one is available. For example: “I’m away from November 10 through November 14 and will reply when I return on November 17. For urgent scheduling questions, contact Jordan Lee at the usual team address.” Check that the dates and contact details are correct before saving.
Decide whether to reply to external senders. If people outside your organization need an answer, enable the option to send replies outside the organization. Classic Outlook has an Outside My Organization tab; other versions may show a separate external-reply setting. You may be able to send to all external senders or only to people in your contacts. Choose the narrower option if you do not want to disclose your absence to unknown senders. Write an external message that avoids internal phone numbers, project details, or confidential information.
Save or apply the settings. In classic Outlook, select OK. In new Outlook, Outlook on the web, and Mac, use the visible Save or Done control if prompted. Reopen the setting and check that the switch is on and the displayed period and message are correct. Saving a message without enabling automatic replies, or enabling replies without setting the intended dates, can produce a different result from the one you expect.
Check how the schedule affects your calendar. Automatic replies send a message to incoming email; they do not, by themselves, mark your calendar as out of office, decline meeting invitations, or remove existing meetings. If you also want colleagues to see your availability, create a calendar event for the same dates, set its availability to Out of Office, and choose whether to decline new or existing meetings as appropriate. Calendar controls vary by Outlook version and organization policy, so review the event before sending updates.
Do a practical check before you leave. Confirm that the schedule uses the right dates, times, and time zone. If appropriate, ask a colleague to send one test message from inside your organization and one from an external address. Automatic replies are generally sent once per sender during an absence period rather than every time that person emails you, so do not use repeated test messages from the same address as proof that the setting failed.

Common Mistakes

Forgetting to set an end time: Without a defined period, replies can continue until you switch them off manually. Use the scheduled-period option when you know when you will return.
Entering the wrong date or clock time: A mistaken year, AM/PM selection, or time-zone assumption can make replies start too early or too late. Review the complete range after saving.
Assuming an automatic reply changes calendar availability: It does not automatically block time or decline meetings. Set up a separate calendar event if people need to see that you are unavailable.
Leaving external replies disabled unintentionally: If clients or suppliers need a response, check the outside-organization option. Conversely, do not enable replies to everyone without considering what your message reveals.
Expecting a reply for every email: Outlook commonly sends one automatic response to a sender during the active period, rather than repeating it for each message. A sender who does not receive a second reply may already have received the first.
Using an account without native automatic replies: Some POP or IMAP accounts do not provide the same scheduled, server-side feature. The Outlook setting may be missing, or a local rule may work only while Outlook is running.

Tips

Use exact return wording, such as “I’ll respond on Monday, November 17,” rather than “I’ll be back soon.” This helps people decide whether to wait or contact your backup.
Keep the external message more general than the internal one. A return date and a public support address are often enough; avoid sharing travel plans or personal details.
Set the start time just before your normal workday begins and the end time near the start of your first day back, if that matches your team’s expectations. Remember that incoming mail can arrive outside work hours too.
For a long absence, arrange calendar coverage and delegate urgent work separately. An automatic reply does not forward messages, grant mailbox access, or transfer ownership of tasks.
When your plans change, edit the schedule rather than relying on memory. If you return early, turn off the replies or change the end time so senders are not told you are still away.

Troubleshooting

Automatic Replies is missing. First confirm which account is selected in Outlook and whether it is a work, school, Exchange, or Outlook.com account. Some connected IMAP or POP accounts do not support the built-in scheduled feature. Check with your email administrator if the account is managed by an organization, since policy or account configuration may hide or restrict the control. Avoid creating an ad hoc rule that sends a reply to every incoming message unless you understand its limits; it can create repeated responses or mail loops.

The reply did not start at the scheduled time. Reopen the setting and verify that automatic replies are enabled and that the start time has passed in the mailbox’s time zone. Check the year, date, AM/PM setting, and whether the schedule was saved. If you use a shared or delegated mailbox, make sure you changed the replies for the correct mailbox rather than your personal account.

A sender says they did not receive a reply. Ask whether they sent the message after the start time and whether they already received an automatic response during this period. Check the external-reply setting if the sender is outside your organization. Also ask them to check junk or quarantine folders. Organization mail-flow rules may limit external replies, and an administrator can confirm whether such a restriction applies.

The message is wrong or keeps appearing after you return. Reopen Automatic replies, correct the text or end date, and save. If the scheduled end has passed but replies continue, check that you edited the mailbox that received the email and that no separate inbox rule or email-provider vacation responder is also active. If both Outlook and the provider have a responder enabled, turn off the duplicate one.

You use classic Outlook with a non-Exchange account. If Automatic Replies is unavailable, ask your email provider whether it offers a vacation responder in its webmail settings. A local Outlook rule may be possible in some configurations, but it may require Outlook to remain open and connected, and it may not behave like a server-side scheduled reply. Use the provider’s supported option where available.

Frequently Asked Questions

Can I schedule an out-of-office reply in advance?
Yes. Turn on automatic replies and select the option to send them only during a specified period. Enter the future start and end times, then save the settings. You can usually make the schedule before the absence begins.

Does Outlook send the reply to every message from the same person?
Usually not. Outlook generally sends one automatic reply to each sender during the active absence period, rather than responding to every message they send. This prevents a stream of repeated replies.

Will closing Outlook stop the scheduled reply?
For supported Microsoft 365, Exchange, and Outlook.com mailboxes, automatic replies are typically processed by the mail service, so the desktop app does not need to stay open. A rule used with some POP or IMAP accounts may depend on Outlook being open and connected.

Does setting automatic replies block my calendar?
No. It only sends an email response. Add a separate calendar event and set your availability to Out of Office if you want others to see that you are unavailable or if meeting invitations need to be declined.

Can I use different messages for internal and external senders?
Yes, when your Outlook version and account allow it. Classic Outlook provides inside- and outside-organization message areas; other versions offer an external-reply option. Review the external audience setting as well as the message text.

Can I schedule replies from Outlook mobile?
Mobile app options can vary by account and app version. If the automatic-reply schedule is not available in the app, set it in Outlook on the web or Outlook for Windows or Mac. The setting is associated with the mailbox, so it will generally apply across devices.

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