Out of Office in New Outlook: Set It Up and Schedule It

To set up an out-of-office reply in New Outlook, open Settings, go to Accounts > Automatic replies, choose the account, turn on automatic replies, and add your message and dates. You can also choose whether to reply to people outside your organization. Set an end time if you want replies to stop automatically, and check that the account supports automatic replies before relying on the feature.

What You’ll Need

New Outlook for Windows, or access to the same mailbox in Outlook on the web.
The account you want to set up. Automatic replies are generally managed by the mail service, so the option is most commonly available for Microsoft 365 work or school accounts and Exchange accounts.
Your planned start and end dates, including the time you want replies to begin and stop.
A short message for colleagues and, if appropriate, a separate message for people outside your organization. Avoid including sensitive personal or business details.

Step-by-Step

Open the settings for the correct account. In New Outlook for Windows, select the Settings gear near the top-right corner. Choose Accounts, then Automatic replies. If you have more than one account, make sure you are changing the one whose incoming messages should receive the notice. The automatic-reply setting belongs to a mailbox, not simply to the Outlook app, so choosing the wrong account can leave the intended inbox uncovered.
Turn on automatic replies. Switch on the Automatic replies control. You may be able to send replies indefinitely or limit them to a period. If you know when you will be away, select the option to send replies only during a time period. This gives the reply a definite start and finish and helps prevent it from remaining active after you return.
Set the start and end times. Choose the date and time when the reply should start, then choose when it should stop. Check the time zone associated with your mailbox, especially if you are scheduling the reply while traveling or while working across regions. For example, if your leave begins Monday morning, set the start for Monday at the time you expect messages to arrive, rather than setting it several days early just to prepare the message.
Write the message for people in your organization. Use the internal reply box to say that you are away, when you expect to return, and who can help with urgent work. Keep the message useful and concise. For example: I am away from November 10 through November 14 and will respond when I return. For urgent billing questions, contact Jordan Lee at the team mailbox. Make sure the contact or mailbox is correct and available while you are gone.
Decide whether to reply to people outside your organization. If the setting is available, enable replies to people outside your organization only if external senders need to know you are unavailable. Some versions let you limit external replies to people in your contacts; others offer a choice that includes all external senders. Choose carefully: a reply to all external senders may reach mailing lists, automated systems, or people you do not know. If you enable this option, enter a separate external message that shares only the information outsiders need.
Review any additional options. Depending on your mailbox and New Outlook version, the settings may include options related to calendar events or blocking your calendar during the period. Read the labels before selecting them. An out-of-office reply does not automatically cancel meetings, delegate your work, or arrange coverage. Handle those tasks separately if needed.
Save or confirm the settings. Select Save, Done, or the confirmation control shown in the settings pane. Some versions save changes as you make them, while others require you to confirm. Do not assume the message is active just because you typed it: look for an enabled status, confirmation, or the saved dates and message after closing and reopening the settings.
Check the setup before you leave. Reopen Automatic replies and verify the correct account, status, dates, and both message fields. If practical, send a test message from another mailbox and check whether the reply arrives. A message sent to yourself from the same account may not provide a reliable test. Remember that the sender may receive only one automatic reply during the active period, so sending several test messages from the same address may not produce several replies.

In Outlook on the web, the equivalent control is usually under Settings > Mail > Automatic replies. New Outlook for Mac can present settings differently by version; check the account settings for Automatic replies or use Outlook on the web for that mailbox if the option is not visible. Classic Outlook for Windows has a different route: File > Automatic Replies. These instructions concern the New Outlook interface, not that classic menu.

Common Mistakes

Leaving the end date off. If you switch replies on without a scheduled end, they may continue after you are back. Set a finish time or add a reminder to turn them off.
Changing the wrong account. A reply set for one mailbox does not necessarily apply to another account or a shared mailbox. Confirm the account name before saving.
Forgetting the external message. Turning on replies for people outside your organization does not always mean they receive the internal message. Check the external-message box and its audience setting separately.
Giving too much information. Avoid stating that your home is empty, sharing travel plans in detail, or exposing confidential project information. An external reply can reach unintended recipients.
Assuming automatic replies handle your workload. The setting sends a notice; it does not forward messages, assign a colleague, decline every meeting, or guarantee someone will monitor the inbox.
Expecting a reply to every message. Mail systems typically limit repeat automatic responses to the same sender during an absence period. That helps prevent reply loops, but it can make repeated tests seem as if the setting has stopped working.

Tips

Use a clear return date rather than a vague phrase such as soon. If the date may change, say that you will respond as soon as possible after returning instead of promising a specific response time.
Include a backup contact only after confirming that person has agreed to cover and that you can share their contact details. A team address is often more reliable than naming someone who may also be away.
Keep internal and external replies distinct. Colleagues may need a project handoff or team channel, while external senders usually need only your return date and a public contact route.
Schedule the reply ahead of time when the option is available. You can prepare it before your leave without sending the notice early, provided the start time is set correctly.
For a shared mailbox, make sure you are managing the shared mailbox itself rather than your personal account. If you cannot select it in settings, ask an administrator whether you have the required mailbox access or use the organization-approved mailbox settings.

Troubleshooting

Automatic replies is missing. First check that you are signed in to the intended account and that it is an Exchange or Microsoft 365 mailbox. Some personal accounts connected through IMAP or POP do not expose server-based automatic replies in New Outlook. For those accounts, check the email provider’s own website for a vacation-responder setting. If this is a work mailbox and the option is still absent, contact your Microsoft 365 administrator; the account type, policy, or mailbox permissions may affect what you can change.

The setting appears on but nobody receives a reply. Reopen the setting and verify the dates, time zone, and account. Check whether the current time falls inside the scheduled period, and confirm that the external audience option is enabled if the test sender is outside your organization. Ask the recipient to check junk mail and any company filtering. Automatic replies can also be restricted by organization policies, so an administrator may need to investigate if the settings look correct.

Replies start or stop at the wrong time. Check the start and end values and the mailbox time zone. A schedule made in one region can be confusing when viewed from another. Change the time period, save it, and confirm the new dates in the settings. If the end time has passed, turn replies back on with a new period only if you still need them.

Only some senders receive a reply. The service may send only one automatic response to each sender during the same absence period. That is normal and is intended to prevent repeated messages or mail loops. Test with a different address, and check whether the missing senders are external, on a distribution list, or using an automated system that does not accept replies.

The message has a typo or needs changing. Return to Settings > Accounts > Automatic replies, edit the relevant message, and save the change. If the setting is controlled by your organization or you cannot access the shared mailbox, ask an administrator or mailbox owner to update it. If New Outlook will not save, refresh the app or sign in to Outlook on the web and make the change there; then reopen the setting to confirm it took effect.

Frequently Asked Questions

Will out-of-office replies send while New Outlook is closed?
For a supported Exchange or Microsoft 365 mailbox, automatic replies are generally handled by the mail service, so the Outlook app does not need to stay open. For an account using a provider-specific vacation responder, the provider’s settings determine how it works.

Can I set different messages for coworkers and external senders?
Yes, when your mailbox offers separate internal and external message fields. Enter each message in its own box and check the external audience option. Some account types or organization policies may limit these controls.

Can I turn on an out-of-office reply for only a few hours?
Yes. If the time-period option is available, set a start and end on the same day and verify the time zone. For an unscheduled absence, you can enable replies without a period, but remember to turn them off manually.

Does an automatic reply go out for every email?
Usually not. Mail systems commonly limit repeated replies to the same sender during one absence period. This prevents reply loops and means a single sender may not see a new notice for every message they send.

Will it work for a Gmail or other non-Microsoft account in New Outlook?
It depends on how the account is connected and what features the provider exposes. If Automatic replies is unavailable in New Outlook, set a vacation responder on the provider’s website or contact your organization’s administrator for a work account.

How do I stop the reply when I return early?
Open Settings > Accounts > Automatic replies for the relevant mailbox and switch the feature off, then save or confirm. If you have multiple accounts, check each one rather than assuming one change turns off replies everywhere.

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

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