How to Set Up Out of Office Automatic Replies in Outlook

To set up an out-of-office reply in Outlook, open Automatic Replies, turn them on, choose when they should run, and write your message. In Microsoft 365 for Windows, the path is usually File > Automatic Replies in classic Outlook, or Settings > Accounts > Automatic replies in new Outlook. The exact controls vary by app and account type, so first check which Outlook version you use.

What You’ll Need

Access to the Outlook account you want to set up. For the built-in Automatic Replies feature, the account generally needs to be a Microsoft Exchange, Microsoft 365 work or school, or Outlook.com account.
Your dates and times away, including the time zone that applies to your mailbox.
A short message explaining when you will return and what senders should do if they need help sooner.
If you plan to send replies outside your organization, a separate version that does not disclose private or sensitive details.

If your account is a POP or IMAP account, you might not see the built-in feature. A rule-based workaround may be possible in classic Outlook, but it may require Outlook to stay open and connected. Check the troubleshooting section before relying on that approach.

Step-by-Step

Identify your Outlook app. Classic Outlook for Windows has the traditional ribbon and a File tab. New Outlook for Windows has a Settings gear and a newer interface. Outlook on the web opens in a browser, while Outlook for Mac has its own menus. On a phone, use the Outlook mobile app. Follow the matching route below; do not assume that a setting in one version automatically configures another account.
Open Automatic Replies. In classic Outlook for Windows, select File > Automatic Replies. If you do not see that option, your account may not support it, or you may be using new Outlook. In new Outlook for Windows or Outlook on the web, select the Settings gear, then Accounts > Automatic replies. On Outlook for Mac, select Tools > Automatic Replies when that command is available; in some versions, open Outlook > Settings > Accounts, select the account, and find Automatic Replies. In the mobile app, tap your profile picture, open Settings, choose the relevant account, and look for Automatic Replies. Labels can differ slightly by release.
Choose whether the reply is on or scheduled. Turn on Automatic replies or select Send automatic replies, depending on the version. If you are setting it up ahead of time, enable the option to send replies only during a time period and enter the start and end dates and times. Check am and pm carefully. A schedule is safer than remembering to switch the reply off, and it usually lets the mailbox send the response even when Outlook is closed.
Check the time zone and dates. Make sure the start time is when you actually stop checking messages and the end time is when you expect to return. If you will travel, do not assume your laptop’s displayed time and the mailbox time zone are identical. Review the time zone used by your Outlook or mailbox settings if the schedule appears shifted. If you cannot set a time range in your version, switch the reply on when you leave and set a reminder to turn it off when you return.
Write the message for people inside your organization. In the internal message box, state that you are away, when you expect to return, and who can help with urgent matters. Include a colleague’s name or team address only if they have agreed to be listed. For example: I am away from Monday, June 8, and will return Tuesday, June 16. For urgent account questions, contact the Support team at the usual service address. Keep the wording clear and factual rather than promising a response time you cannot meet.
Decide whether to reply to people outside your organization. If the setting is available, enable replies to senders outside your organization and choose whether to reply to everyone or only people in your contacts. The all-senders option reaches more people, but can also send your absence message to mailing lists or unsolicited senders. Use a separate external message where possible. Avoid including internal phone numbers, project details, customer information, or anything you would not want forwarded.
Save or apply the settings. In classic Outlook, confirm the dialog with OK. In new Outlook, the web app, or mobile, use Save or the equivalent button if it is shown; some versions apply changes as you make them. Do not close the settings pane until you can see that the feature is enabled or the schedule is saved. If you have several accounts, verify that you changed the intended one.
Test the result and plan to turn it off. Check the displayed schedule and reread both messages for typos, dates, and contact details. If practical, send a test from a separate account, such as a personal address, and check whether the reply arrives. Automatic replies are not necessarily sent again for every message from the same sender during one absence period, so one test message is enough to confirm the basic setup. Add a calendar reminder to review the reply when you return, especially if you did not set an end time.

Common Mistakes

Setting the wrong account. Outlook can contain several mailboxes. A reply configured for your work account will not automatically cover a personal Outlook.com account. Confirm the account name before saving.
Leaving the schedule open-ended. An automatic reply that stays on can confuse people after you return. Set an end time when available, or create a reminder to switch it off.
Using one message for everyone. An internal note can contain details that should not go to external senders. Use separate internal and external text, or keep the message general if separate messages are unavailable.
Assuming every incoming message gets a new reply. Outlook and Exchange typically avoid repeatedly sending the same automatic response to the same sender during an absence period. A sender may therefore receive one reply rather than one for each email.
Forgetting distribution lists and privacy. External replies can reach mailing lists or unexpected senders. Avoid sharing your itinerary, personal contact information, or security-sensitive details.

Tips

Give a return date rather than saying only that you are away. If your return is uncertain, say when you expect to respond instead of guaranteeing it.
Make the next step easy: name a shared inbox, service desk, or agreed alternate contact. Do not redirect work to someone without checking with them first.
Keep the external message brief. A useful version might say: I am currently away and expect to return on June 16. For help before then, please contact the team through its usual support address.
For a long absence, review the message and named contacts before the start date. People may change roles, addresses, or availability.
If you manage more than one mailbox, configure and test each account separately. A shared mailbox may require permission to manage its automatic replies.
For an important absence, ask a colleague to confirm that the alternate contact route is monitored. The automatic message confirms receipt; it does not forward or assign your incoming email by itself.

Troubleshooting

I cannot find Automatic Replies. Confirm whether you are using classic Outlook, new Outlook, the web app, or mobile, then follow the matching route above. The built-in feature is generally available for Exchange-based accounts and Outlook.com, but may not appear for POP or IMAP accounts. In classic Outlook, check the account type under File > Account Settings > Account Settings. If this is a work account and the option is missing, ask your Microsoft 365 administrator whether automatic replies are restricted or whether you have selected the correct mailbox.

The reply is not arriving. Check that Automatic Replies is on, the current time falls within the scheduled range, and the message is saved. Confirm you are testing the right email address and account. Replies to someone inside your organization and replies to external senders may be controlled separately. Ask the recipient to check junk mail, and remember that a sender who has already received an automatic response might not receive another during the same period.

The reply starts or ends at the wrong time. Reopen the schedule and verify the date, time, and mailbox time zone. If you edited the setting while traveling or changed regional settings, compare the displayed time with the mailbox’s configured zone. Adjust the schedule and save it again.

I use a POP or IMAP account. Classic Outlook may let you make a rule that replies using a template, but this is not the same as server-managed Automatic Replies. Depending on the rule and account, Outlook may need to remain running and connected for the response to work. It can also behave differently with multiple messages or senders. Test it carefully, or ask your email provider whether it offers an automatic-reply setting on its website.

A shared mailbox does not show the setting. You may lack permission to change its configuration, or the setting may need to be managed by an administrator. Ask the mailbox owner or Microsoft 365 administrator to configure it and confirm the dates and message with you.

Frequently Asked Questions

Will my out-of-office reply send if Outlook is closed?
For Exchange, Microsoft 365, and Outlook.com accounts using the built-in Automatic Replies feature, the service generally handles the scheduled response, so Outlook does not need to stay open. A rule-based reply for some POP or IMAP setups may depend on Outlook running.

Can I send different replies to coworkers and external contacts?
Often, yes. The internal and external message fields let you tailor what colleagues and outside senders see. If your Outlook version does not offer separate fields, use wording that is safe for every recipient.

Does Outlook reply to every email I receive?
Not necessarily. To prevent repeated messages, Outlook or the mail service commonly sends one automatic reply to a sender during an absence period rather than replying to every message from that person. Distribution lists and different account types can also affect what happens.

Can I set this up from my phone?
Many Outlook mobile versions let you open the profile menu, tap Settings, select an account, and choose Automatic Replies. If the option is missing, use Outlook on the web or a desktop version to configure the account.

How do I turn the reply off when I return?
If you set an end time, the scheduled reply should stop automatically then. Otherwise, return to Automatic Replies and switch it off or choose not to send automatic replies. Check the status after saving, especially if you use multiple accounts.

Does an automatic reply forward my email to a colleague?
No. It informs senders that you are away; it does not by itself forward, delegate, or assign incoming messages. Set up forwarding or mailbox permissions separately if needed, and follow your organization’s policies.

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

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