Out of Office Reply in Outlook: Set It Up Step by Step

To set an out-of-office notice in Outlook, open Automatic Replies, turn them on, write your message, and—if available—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 and find Automatic replies under Accounts. The notice lets people know you are away and when or how they can get help.

Outlook calls this feature Automatic Replies. Depending on your account and app version, it may also be called Out of Office. The steps below cover the main Outlook versions and explain what to do if the setting is missing.

What You’ll Need

An Outlook account that supports server-based automatic replies, usually a Microsoft 365 work or school account or an Exchange account. Personal Outlook.com accounts can also offer automatic replies.
Access to Outlook on Windows, Mac, or the web, and permission to change settings for the mailbox.
Your away dates, a short message, and—if relevant—a separate message for people outside your organization.

If your email account is set up as POP or IMAP, Outlook may not show Automatic Replies. Those account types generally do not provide the server-side feature. See Troubleshooting for alternatives.

Step-by-Step

Open the Automatic Replies setting for your version of Outlook.

In classic Outlook for Windows, select File > Automatic Replies. If you do not see Automatic Replies, check that you have selected the correct mailbox and that it is an Exchange or Microsoft 365 account.

In new Outlook for Windows or Outlook on the web, select the gear icon for Settings. Open Accounts > Automatic replies. The exact labels can vary slightly as Microsoft updates the interface; use Settings search for Automatic replies if the option is not immediately visible.

In Outlook for Mac, open Tools > Automatic Replies for an Exchange or Microsoft 365 account. If your version shows account settings instead, open Outlook > Settings > Accounts, select the relevant account, and look for Automatic Replies. The setting is not available for every account type.
Choose whether replies should start immediately or on a schedule.

Turn on automatic replies. In classic Outlook for Windows, select Send automatic replies. To schedule them, select Only send during this time range, then enter the start and end dates and times. In new Outlook and Outlook on the web, turn on automatic replies and enable the option to send replies only during a time period, if shown. Set both ends of the period and check the time zone used by your mailbox.

Scheduling is useful if you are setting the notice up in advance: the reply begins and ends without you needing to return to Outlook. If you are already away and want it to start now, leave the time-range option off unless you specifically need an end time. Read the confirmation or status shown after saving so you know whether replies are active.
Write a clear message for people in your organization.

Use the internal message box to say that you are unavailable, when you expect to return, and who can help with urgent work. For example: I am away from June 10 through June 14 and will respond when I return. For urgent requests, contact Jordan Lee at the service desk. Keep the message factual and avoid promising a response at a specific time if your schedule may change.

Use the formatting controls only if they help readability. A short paragraph is usually easier to scan than a long explanation. Do not include confidential details, passwords, sensitive travel information, or personal information that every sender does not need to know.
Decide whether to send a separate reply to people outside your organization.

Many versions provide a separate external-reply area or a choice such as Send replies outside my organization. Turn it on only if external senders should receive a notice. You may be able to send replies to all external senders or only to people in your contacts. Choose the narrower audience if the wider option could expose your absence or contact details to unwanted senders.

Write a suitably limited external message. It can say that you are unavailable and provide a shared team address or other approved contact, without naming internal colleagues or sharing internal procedures. Some organizations restrict external automatic replies, so the option may be disabled or unavailable.
Save or confirm the settings.

In classic Outlook for Windows, select OK to apply the changes. In new Outlook and Outlook on the web, select Save if the page provides that button; otherwise, check that the setting shows as on and that your scheduled dates appear. In Outlook for Mac, follow the button or confirmation shown in the Automatic Replies window.

Do not simply close a settings panel if it indicates that changes have not been saved. If you are unsure, reopen Automatic Replies and confirm that the message, audience, and schedule are still there.
Check that the notice is active and turn it off when you return.

When a schedule is set, verify its start and end dates. When you turn replies on without a schedule, remember to switch them off manually after your absence. Open Automatic Replies again and choose the option to stop or turn off replies. If you have more than one mailbox in Outlook, make sure you are changing the setting for the account people will email.

Common Mistakes

Forgetting an end date: An unscheduled reply can remain active until you turn it off. If you know when you will return, set an end time or add a reminder to disable it.
Using the wrong mailbox: Outlook can display several accounts or shared mailboxes. Check the account name before entering the message; changing one mailbox does not necessarily change the others.
Writing an unclear return date: Say when you expect to return, or say that you are away until further notice. A vague message such as I am out may leave senders unsure when to follow up.
Sending too much information externally: External replies may go to people you do not know. Avoid details about travel, security, internal staffing, or private contact information.
Assuming the notice forwards or handles requests: An automatic reply only sends a message. It does not forward mail, assign a colleague, or ensure that anyone is monitoring your inbox.
Setting an incorrect time zone: A schedule can start or stop earlier or later than intended if the mailbox and the time you entered use different zones. Check the displayed dates and times before saving.

Tips

Make the next step obvious. If someone else can help, give their name, role, or shared team address and specify what types of requests they handle.
Keep internal and external replies different. Coworkers may need practical handover details, while outside senders usually need only a return estimate and an approved general contact.
Use a precise end time. If you return on Monday, consider whether replies should stop at the start of Monday or at the end of the day. Set the time to match when you will actually be available.
Test the wording, not by repeatedly emailing yourself. Automatic replies are often sent only once per sender during an active period, so a second test from the same address may not generate another response. Ask a colleague or use a separate account if you need to confirm delivery.
Coordinate shared coverage. If your team needs to answer requests while you are away, arrange inbox access, forwarding, or delegation separately. Follow your organization’s policies for sharing mailbox access.

Troubleshooting

I cannot find Automatic Replies. Confirm which Outlook app you are using and which mailbox is selected. In classic Outlook for Windows, check File > Account Settings > Account Settings to identify the account type. POP or IMAP accounts usually do not support the built-in server-side automatic-reply setting. If this is a work or school account, ask your Microsoft 365 or Exchange administrator whether the feature is available or restricted.

The replies are not being sent. Reopen the setting and check that replies are turned on, the current time falls within the schedule, and the correct mailbox is configured. For a scheduled reply, check both the start and end times and the mailbox time zone. Send a test from another address; the same sender may receive only one automatic reply during the period. External messages may also be blocked by your organization’s mail policy.

The reply went to coworkers but not external senders. Look for a separate external-reply control and make sure it is enabled for the intended audience. If the setting is on but external messages still do not receive a reply, your organization may prohibit replies outside the organization. Contact the administrator rather than trying to bypass that restriction.

The reply is still active after I return. Open Automatic Replies for the same account and turn them off. If a scheduled end time has passed but the status still appears active, refresh Outlook or check the mailbox in Outlook on the web. If the setting remains active across devices, contact your administrator because the server-side mailbox setting may need attention.

I use a personal account or POP/IMAP setup. Outlook.com accounts can have an Automatic replies option in their web settings, though available choices may differ. For other POP or IMAP services, check the provider’s website for an out-of-office or vacation-responder setting. A client-side rule in Outlook is not as reliable: it may only run while Outlook is open, and poorly configured rules can send repeated replies. Ask your provider or IT team before relying on a rule for an extended absence.

Frequently Asked Questions

Will Outlook send an automatic reply to every email?
Usually not. Outlook or the mail server generally sends one reply to a sender during a given automatic-reply period, rather than replying to every message from that person. This prevents repeated notices in a busy conversation. The exact behavior can depend on the account and service.

Can I set an out-of-office notice before my vacation?
Yes. Turn on automatic replies and set a future start time and an end time. Check the dates and time zone, then confirm that the schedule is saved. The reply should start and stop according to that schedule without you needing to open Outlook at those times.

Can I send different messages to coworkers and external contacts?
Often, yes. Outlook’s Automatic Replies settings commonly have separate internal and external message areas. Availability and audience choices depend on the account and organization. If you do not see an external option, your administrator may have limited it.

Does Outlook forward my messages while I am away?
No. An out-of-office reply tells senders that you are unavailable; it does not forward email or give another person access to your inbox. Set up forwarding, delegation, or shared mailbox access separately if your organization allows it.

Can I set automatic replies from my phone?
Some Outlook mobile versions and account types expose automatic-reply controls in the app’s settings, but the available options can vary. If you cannot find them, use Outlook on the web or your desktop app and confirm the setting for the correct mailbox.

Why does my test email not trigger a second reply?
Automatic replies commonly send only once to the same sender during the active period, even if that sender emails you again. Test from a different account or ask someone else to check. Also confirm the schedule is currently active and that the message is allowed for that sender’s audience.

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

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