Out of Office in Outlook on the Web: Automatic Replies

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 start and end times so replies begin and stop automatically. You will need access to the mailbox and, if you want a scheduled reply, the dates and times you plan to be away.

What You’ll Need

A web browser and access to the Outlook account you want to update. These steps work in Outlook on the web on Windows or Mac; the layout may vary slightly by account or organization.
Your absence dates and times, if you want the reply to switch on and off automatically.
The message you want people to receive, including any useful details such as when you expect to respond or who to contact instead.

Step-by-Step

Open the correct mailbox. Go to Outlook on the web and sign in to the account that should send the reply. If you have several accounts or shared mailboxes, check the account name or profile before changing settings. Automatic replies apply to the mailbox you are currently managing, not necessarily every account connected to your browser.
Open the automatic-reply settings. Select the gear-shaped Settings button near the top-right corner. In many Microsoft 365 work or school accounts, choose Accounts > Automatic replies. In some versions, the option is under Mail > Automatic replies. If you do not see it immediately, use the search field in Settings and search for automatic replies.
Turn on automatic replies. Select the switch or checkbox labelled Turn on automatic replies. If you only want a reply while you are away, enable the option to send replies during a time period, when it is available. Do not close Settings before saving; turning on the switch may not save the message by itself.
Choose the start and end time, if needed. Enter the date and time your absence begins and the date and time it ends. Check the displayed time zone, especially if you are travelling or arranging coverage across regions. A scheduled end time helps prevent the message from continuing after you return. If you leave the scheduling option off, automatic replies generally remain enabled until you turn them off manually.
Write your message for people inside your organization. In the internal message box, enter a short, clear note. For example, you could say that you are away until a specific date, will have limited access to email, and that urgent requests should go to a named colleague at a work address. Keep the wording suitable for everyone in your organization who may email you.
Decide whether to reply to people outside your organization. If the setting is available, enable Send replies outside your organization and choose whether to reply only to external contacts or to anyone outside the organization. Add a separate external message if Outlook provides a second message box. An external reply should avoid internal details, private schedules, and information that an unknown sender does not need.
Review the audience and wording. Check that the internal and external messages are in the correct boxes and that the dates match your plans. Read the message as if you were a customer or colleague receiving it: it should explain that you are unavailable and give a next step if someone needs help. Remove sensitive details such as personal travel plans or unnecessary phone numbers.
Save the settings. Select Save at the bottom of the settings pane, if shown. Wait for the pane to confirm or finish saving before navigating away. If the pane closes without a clear confirmation, reopen Automatic replies and verify that the switch, schedule, and message are still there.
Check the result. Reopen the setting to confirm it is enabled for the intended dates and audience. If your account allows a preview or test, use it. Otherwise, ask a trusted colleague to send a test message, or check with an external contact only if the external reply is important. Remember that Outlook may not send a new automatic reply every time the same person emails during your absence.

Common Mistakes

Forgetting to save: Writing a message or toggling the setting is not always enough. Select Save and verify the setting afterward, particularly if the pane has separate controls for internal and external replies.

Leaving replies on indefinitely: If you do not set an end time, you may return to a mailbox that is still sending the away message. Choose a scheduled period when possible, or add a reminder to disable replies on your return date.

Using the wrong mailbox: A browser can keep several accounts open, and a shared mailbox may be selected without being obvious. Confirm the mailbox identity before saving. Setting a reply on your personal account will not automatically set it for a team inbox.

Assuming external replies are enabled: A message intended for customers will not go out if external replies are disabled or limited to contacts. Check the audience setting and the external message separately. Conversely, replying to everyone outside the organization can disclose your absence to unwanted senders.

Putting too much information in the note: A detailed explanation of travel, home arrangements, or internal staffing is unnecessary. Share only what recipients need to know, and make sure any alternative contact is authorized to handle the request.

Tips

Make the first sentence useful on its own. People may read a notification preview without opening the full email, so lead with a clear statement such as, I am away from email until Tuesday, 14 May. If you will check messages occasionally, say that responses may be delayed rather than promising a specific reply time.

Give an alternative contact only when that person has agreed to cover your work. Include their name, role, and an appropriate work email address, and specify what kinds of urgent matters they can handle. For a general mailbox, a team address or service desk may be more reliable than naming an individual who could also be away.

Use distinct internal and external wording when the setting permits it. Colleagues may need to know the team covering your projects, while customers usually need a simple return date and a public support channel. If you do not need external senders to receive an automatic message, leave that option off.

Set a calendar reminder to check the setting when you return. A scheduled end is useful, but verifying that replies have stopped can catch an incorrect date or a change in plans. For a long absence, review the message if your return date or coverage arrangements change.

If you use Outlook in a browser on a Mac, the same web settings and general steps apply as on Windows. These instructions are for Outlook on the web, not the installed Outlook desktop app, whose automatic-reply controls can be in a different location and may depend on the type of email account.

Troubleshooting

You cannot find Automatic replies. First confirm that you are in Outlook on the web and signed in to the intended account. Open Settings and search for automatic replies; depending on the interface, browse Accounts or Mail. If you are using a shared mailbox, you may need to open that mailbox directly or have permission to manage its settings. A work or school administrator may also restrict access to the feature, so contact your organization’s support team if it is missing.

The reply is not being sent. Reopen the setting and check that automatic replies are enabled, that the current time falls within the schedule, and that you edited the mailbox receiving the message. Check whether you enabled replies for the sender’s audience: internal-only settings will not send a reply to an external address. Also consider that Outlook may send only one automatic reply to a particular sender during an active period rather than replying to every message. A test from the same address may therefore not produce another notification.

The message has the wrong dates or does not stop. Return to Automatic replies and inspect the start and end values, including the time zone and AM/PM selection where applicable. Save any correction. If no end time was set, turn the feature off manually. If a scheduled setting appears correct but keeps sending replies, verify the account and ask your Microsoft 365 administrator or email support team to check the mailbox configuration.

Only one of the messages appears. Internal and external replies are controlled separately in many accounts. Make sure the external-reply option is on and that its message box is not blank. Test using an address that actually counts as outside your organization; another work address in the same tenant may be treated as internal. Some layouts also offer a contacts-only choice, which will not include every external sender.

Settings will not save. Wait for the page to finish loading, then try Save again. If the button is unavailable or the change disappears, refresh Outlook and reopen the setting. You can also try a current browser or a private browsing window, while remembering that signing in again may be required. If the problem continues, check with your organization’s administrator, especially for a managed work or school mailbox.

Frequently Asked Questions

Can I schedule an out-of-office reply in Outlook on the web?

Yes. Turn on the option to send replies only during a time period and enter the start and end date and time. Confirm the time zone and save. If that option is not available in your account, turn replies off manually when you return.

Will Outlook send an automatic reply to every email from the same person?

Usually not. Outlook commonly sends one automatic reply to each sender during an active period, rather than repeating it for every message. This prevents someone who sends several emails from receiving a flood of identical responses.

Can I send different replies to coworkers and customers?

Often, yes. Many work or school accounts provide one message for people inside the organization and another for external senders. Enable external replies and check whether you can limit them to contacts or send them to all external senders.

Does setting an automatic reply also forward or answer messages for me?

No. An out-of-office reply informs senders that you are away; it does not automatically forward their messages to a colleague or guarantee that anyone will answer them. Arrange forwarding or mailbox coverage separately if you need it.

Can I set this up for a shared mailbox?

It depends on your access and how the mailbox is configured. Open the shared mailbox itself and look for its Automatic replies setting. If you cannot manage it, ask the mailbox owner or Microsoft 365 administrator to set the reply or grant the necessary permission.

Do I need to keep Outlook open for the reply to work?

For most Microsoft 365 and Outlook.com mailboxes, automatic replies are handled by the mail service, so you generally do not need to leave the browser open. If you use a non-Microsoft account connected to Outlook, behavior can depend on that account’s mail service; check with its provider if replies do not run while Outlook is closed.

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

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