How to Set an Out of Office Reply in Outlook

To set an out-of-office reply in Outlook, open Automatic Replies, turn them on, write your message, and—if available—choose when it should start and stop. The exact menu depends on whether you use classic Outlook for Windows, new Outlook, Outlook on the web, or Outlook for Mac. Most automatic-reply options require a Microsoft Exchange or Microsoft 365 work or school account.

What You’ll Need

Access to the Outlook account that should send the reply. If it is a shared mailbox, you may need permission to manage its settings.
Your away dates and times, if you want replies to start and stop automatically.
A prepared message that says when you expect to return and who to contact for urgent matters. Keep external replies free of sensitive details.

For a personal Outlook.com account, automatic replies are available in Outlook on the web. A POP or IMAP account in the desktop app may not offer the built-in Automatic Replies feature; see Troubleshooting for options.

Step-by-Step

Choose the Outlook version you are using. In classic Outlook for Windows, look for the File tab at the top left. If you do not see File, you are likely using new Outlook or Outlook on the web. The steps below cover both Windows layouts, as well as Mac.
Open the Automatic Replies setting.
- Classic Outlook for Windows: Select File > Automatic Replies. If the button is not there, your account may not support the feature or your organization may manage it centrally.
- New Outlook for Windows and Outlook on the web: Select Settings (the gear icon), then Accounts > Automatic replies. Depending on the current layout, you may need to select View all Outlook settings first, then Accounts > Automatic replies.
- Outlook for Mac: Select Tools > Automatic Replies. If you do not see this option, check that you have selected an Exchange or Microsoft 365 account and that Outlook is up to date.
Turn on automatic replies. In classic Outlook, select Send automatic replies. In new Outlook or on the web, turn on Automatic replies. In Outlook for Mac, enable the option to send automatic replies. The wording can differ slightly between releases, but the control is in the Automatic Replies window or panel.
Set a date range if you want replies to run only while you are away. Select the option to send replies during a time period, then enter the start and end dates and times. Check the time zone and make sure the end time is after the start time. If you do not set a period, remember to turn automatic replies off when you return; otherwise, they can continue sending.
Write the message for people inside your organization. In classic Outlook, enter it in the Inside My Organization box. In new Outlook and the web, use the message field shown for replies to people in your organization. Include the dates you will be unavailable, your expected return date, and a colleague or team address for urgent requests if appropriate. Keep it short and factual.
Decide whether to reply to people outside your organization. Enable the outside-organization reply option only if you want external senders to receive a message. If Outlook offers a choice, select whether to send it only to your contacts or to anyone outside the organization. Add a separate external message; do not assume the internal message is suitable for customers, vendors, or unknown senders. Avoid sharing confidential schedules, phone numbers, or internal processes.
Save or confirm the setting. In classic Outlook, select OK. In new Outlook, Outlook on the web, and many Mac versions, use Save or close the panel if it indicates that changes are saved automatically. Read any confirmation prompt before dismissing it. If you are scheduling a future start, automatic replies may not appear to be active yet; the start time controls when they begin.
Check that it is set correctly. Reopen Automatic Replies and verify the status, dates, and message. If possible, ask a colleague to send a test message from inside the organization. For an external reply, test from an address outside the organization, while bearing in mind that Outlook or your mail service may send only one automatic reply to the same person during an away period.

On a Mac, the commands may be arranged differently from Windows, but the key settings are the same: enable replies, provide the message, choose any schedule, and decide whether external senders should receive a separate response.

Common Mistakes

Forgetting to set an end date or switch replies off. Without a scheduled end, a reply may keep going after you return. If you do not know the return date, add a reminder to disable it.
Leaving the external option off unintentionally. An internal message does not necessarily go to customers or other outside senders. Check the separate external-reply control if they need to know you are away.
Putting sensitive information in the message. External automatic replies can reach people you do not know. Do not disclose account details, travel plans, personal contact information, or confidential project information.
Using the wrong dates or time zone. A start time in the past, an incorrect end date, or a time-zone mismatch can make the reply start or stop earlier than expected.
Assuming a reply will be sent for every email. Automatic replies are not a substitute for an acknowledgement system. Outlook and the mail service commonly limit repeat replies to the same sender to avoid creating a loop.

Tips

Use a clear subject or first sentence, such as I am out of the office until Monday, 14 September. State the date rather than saying I will return soon.
Offer an alternative contact only when that person has agreed to handle requests. Give a team mailbox where possible so urgent work does not depend on one colleague.
Make internal and external versions distinct. Internal coworkers may need a project handover contact; external senders usually need only a return date and a general service address.
Set the schedule before you leave, then review the message and dates once more. If you are away for part of a day, enter the relevant start and end times instead of scheduling a full day by assumption.
If you manage several Outlook accounts, verify the account name before enabling replies. The setting applies to the selected mailbox, not automatically to every account in the app.

Troubleshooting

I cannot find Automatic Replies. Confirm which mailbox is selected and whether it is an Exchange or Microsoft 365 account. The built-in setting may not be available for POP or IMAP accounts. In a work account, an administrator can also control the feature. Try Outlook on the web with the same account; if the option is missing there too, ask your IT administrator whether automatic replies are permitted.

The reply does not start or stop when expected. Reopen the setting and inspect the start and end dates, times, and time zone. If a scheduled start is still in the future, the message will not be sent yet. If replies have already ended, enable them again or create a new time range. Also check that you edited the intended mailbox rather than another account in Outlook.

People outside the organization are not receiving a reply. Check that the external-reply option is enabled and that the intended audience is selected. Some organizations restrict external automatic replies for security reasons, so a setting can be unavailable or overridden by policy. Ask an administrator if the controls are locked or the setting looks correct but external senders still receive nothing.

The message appears only once, or not for a repeat test. Automatic replies are often limited to one response per sender during an active period. Testing several times from the same address may therefore give a misleading result. Use a different test address if appropriate, and allow for your organization’s mail policies. Do not repeatedly change the setting just to force a second reply.

I use a POP or IMAP account. If your provider does not supply server-side automatic replies, you may be able to create a rule in classic Outlook. Rule options vary by account and Outlook version, and a client-side rule may work only while Outlook is open and connected. Prefer your email provider’s vacation-response feature when available, because it can run while your computer is off. Avoid setting up both a provider response and an Outlook rule unless you have checked that they will not send duplicate messages.

Frequently Asked Questions

Will Outlook send an out-of-office reply to every message?
Usually not. Many Exchange and Microsoft 365 setups send an automatic reply once to each sender during the active period rather than for every message. This helps prevent repeated messages and mail loops.

Can I set an out-of-office reply in Outlook before I leave?
Yes. Turn on the option to send replies only during a time period and enter a future start and end. Review the time zone and save the setting. The scheduled reply should begin at the start time you chose.

Can I send different replies to coworkers and external senders?
Yes, where your account and Outlook version provide separate internal and outside-organization message fields. Write each for its audience and enable the external option if outside senders should receive a reply.

How do I turn off an Outlook out-of-office reply?
Open Automatic Replies for the correct account and switch the feature off, or clear the scheduled period if that is the available control. In classic Outlook, select File > Automatic Replies and choose Do not send automatic replies. Confirm the change before closing.

Can I set automatic replies in Outlook on my phone?
In the Outlook mobile app, open Settings, select the relevant account, and look for Automatic Replies. The exact labels can vary by app version and account type. If the option is unavailable, set the response in Outlook on the web or ask your email administrator.

Do out-of-office replies work when my computer is off?
For Exchange, Microsoft 365, and Outlook.com accounts using the built-in automatic-replies feature, the mail service generally sends replies without Outlook running on your computer. A rule created locally for a POP or IMAP account may require Outlook to remain open, so check the rule notice or use the provider’s server-side vacation setting instead.

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

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