MS Outlook Out of Office: How to Set It Up

To set an out-of-office reply in Microsoft Outlook for Microsoft 365 on Windows, open Outlook and select File > Automatic Replies (Out of Office). Choose Send automatic replies, write your message, optionally set a start and end time, then select OK. In newer Outlook versions, look for Settings > Accounts > Automatic replies; the feature may also be called automatic replies rather than out of office.

What Outlook’s Out-of-Office Setting Does

Outlook’s out-of-office feature sends an automatic email response when someone messages you while you are away. In Microsoft 365 and Exchange accounts, the reply is generally handled by the mail service, so it can be sent even when the Outlook app is closed and your computer is off. You can tell senders when you will return, explain that you may not read email, or direct them to another contact.

An automatic reply is different from a calendar event. An event marked Out of Office can show your availability to colleagues and block time on your calendar, but it does not by itself send an email to people who write to you. Conversely, setting an automatic reply does not necessarily create an Out of Office calendar entry. If you need both effects, set up both separately.

Microsoft uses several Outlook interfaces, and the location of the setting depends on whether you use classic Outlook for Windows, new Outlook, Outlook on the web, or the mobile app. The available options can also depend on the type of email account. Exchange, Microsoft 365 work or school accounts, and Outlook.com accounts commonly support server-managed automatic replies. A basic POP or IMAP account may not offer the same built-in control.

Set Up Automatic Replies in Classic Outlook for Windows

These instructions apply to classic Outlook for Microsoft 365 on Windows, where the traditional ribbon and File tab are visible:

Select File in the upper-left corner, then select Automatic Replies (Out of Office).
In the dialog box, select Send automatic replies.
To have Outlook start and stop the reply automatically, select Only send during this time range and enter the start and end dates and times. If you do not select a schedule, the reply remains on until you turn it off.
On the Inside My Organization tab, enter the reply for coworkers or other people within your organization.
If appropriate, open the Outside My Organization tab, select the option to send replies outside the organization, and enter a separate message.
Select OK to save the settings.

For example, an internal message might say, “I am away until Monday, 14 July. For urgent account questions, contact Jordan Lee at the support desk.” An external version could omit internal team details and provide a general service address. Use dates that are clear to recipients, especially if you work with people in different regions.

If you cannot find Automatic Replies under File, check whether you are using new Outlook or an account that does not support this Exchange feature. You can also look for the setting in Outlook on the web, signed in to the same mailbox. A missing button does not always mean Outlook itself is broken.

Use New Outlook, Outlook on the Web, or a Mac

In new Outlook for Windows, select the gear-shaped Settings button, open Accounts, and choose Automatic replies for the account. Turn on automatic replies, enter your message, and set a time period if the scheduling option is shown. Select Save when finished. Microsoft can change the organization of Settings as Outlook updates, so searching Settings for “automatic replies” is a useful alternative if the path differs.

In Outlook on the web, open Outlook in a browser and select Settings. Look under Accounts for Automatic replies, or search Settings for that phrase. Turn the feature on, enter the reply, choose whether to limit it to a date range, and save. The web version is especially useful if you cannot access your usual computer: for a supported account, its server-side setting can operate without the desktop app running.

In Outlook for Mac, open Outlook > Settings and look for Automatic Replies under the relevant account. Depending on the Outlook for Mac version, the option may appear under Tools > Automatic Replies instead. Select the account, enable replies, add the message, and set a schedule if available. The Mac interface is not identical to classic Outlook for Windows, so do not expect its File-tab instructions to match.

Outlook for iOS and Android also provides automatic-reply controls for supported accounts. Open the app’s settings, select the account, and look for Automatic Replies or Out of Office. The wording and available options can vary by app release and account type. If the control is missing, use Outlook on the web or a desktop version rather than assuming a mobile message rule has been saved.

Choose Who Gets a Reply and What to Say

Many Outlook accounts let you use one message for people inside your organization and a different one for external senders. Internal replies can name a teammate or describe a work process. External messages should generally avoid revealing more than a sender needs to know. Some versions offer a choice to reply to everyone outside the organization or only to people in your contacts; read the options before enabling broad external replies.

A useful message answers three practical questions: when you are unavailable, when you expect to return or respond, and what the sender should do if the matter cannot wait. For example: “I am away from email from 8 through 12 September and expect to reply after I return. For urgent scheduling questions, contact the office at the address below.” If you do not know your exact return time, say that replies may be delayed rather than promising a date.

Keep the wording short and make the return date unambiguous.
Name an alternate contact only if that person has agreed to handle the work.
Use a separate external message if coworkers need different instructions from customers or other senders.
Avoid including travel plans, sensitive personal details, confidential project information, or a phone number you do not want widely shared.

Automatic replies are not a secure way to communicate private information. External messages can reach people beyond the intended audience, including senders you do not recognize. A neutral message is often safer than explaining where you are or why you are away.

Schedule Replies and Turn Them Off

A scheduled reply is convenient when you know your absence dates. Set the beginning and ending times using the time zone associated with the mailbox or Outlook settings, and double-check the displayed dates before saving. If colleagues or customers are in another time zone, state the return date in the message as well; the schedule controls when Outlook sends the response, while the text explains what recipients should expect.

With the schedule enabled, the service starts and ends automatic replies at the chosen times. Without a schedule, you must turn the feature off yourself when you return. In classic Outlook for Windows, open File > Automatic Replies (Out of Office), select Do not send automatic replies, and confirm. In new Outlook or the web version, return to the Automatic Replies setting and switch it off or end the scheduled period.

If you are setting a reply well in advance, confirm that the schedule is saved and that the correct mailbox is selected. A future start time does not mean the reply should be sent immediately. You can revisit the setting to check the dates, edit the message, or cancel the schedule before it begins.

Account Types, Rules, and Important Limitations

For Microsoft 365 work or school accounts and many Exchange mailboxes, automatic replies are usually managed by the mail server. That is why they can work while Outlook is closed. Outlook.com also offers an automatic-reply setting, though its controls may not exactly match an organization’s Exchange settings.

Some POP and IMAP accounts do not provide the same server-side automatic-reply feature. Classic Outlook for Windows may let you create a rule that replies using a saved template, but this is not equivalent to Exchange Automatic Replies. Depending on the account and rule, Outlook may need to remain open and connected for the rule to run. Check the rule’s conditions and test it carefully; a rule that replies to every message can produce unwanted responses or mail loops.

Automatic replies also do not guarantee that every message receives a new response each time. Outlook and the mail service may limit repeated replies to the same sender during an absence to reduce unnecessary messages. Treat the feature as a notification, not as a delivery receipt or a promise that a person has read a particular email.

Common Problems and How to Fix Them

If senders say they did not receive your reply, first check that the correct account is selected and that automatic replies are enabled for the period in question. Review the start and end times, and verify that the sender is included in the audience you chose. A rule or organization policy can also affect external replies. Ask someone with a different address to send a test message, but remember that repeated tests to the same sender may not generate a new reply every time.

If you see the reply in one Outlook app but not another, verify the mailbox online. Server-managed settings should normally be available across devices signed in to that account, but a device may display a different interface or be connected to a different mailbox. Shared mailboxes and delegated accounts can require the right permissions; being able to read a mailbox does not necessarily mean you can change its automatic replies.

If the option is missing, confirm whether the account is Exchange, Microsoft 365, Outlook.com, POP, or IMAP. In classic Outlook, try the equivalent setting in Outlook on the web if your organization provides it. If an organization manages the mailbox, an administrator may have restricted a setting or external responses. Contact the organization’s support team when you cannot change a work account’s behavior.

Frequently Asked Questions

Does Outlook send out-of-office replies when my computer is off?
For a supported Exchange, Microsoft 365, or Outlook.com mailbox using its built-in automatic-reply feature, replies are generally handled by the mail service and do not require Outlook to stay open. A desktop rule used with some POP or IMAP accounts may require Outlook to be running.

Can I set an out-of-office reply from my phone?
Yes, Outlook’s iOS and Android apps offer automatic-reply controls for many supported accounts. Open the account’s settings and look for Automatic Replies or Out of Office. If that option is unavailable, set it through Outlook on the web or a desktop app.

Is an Outlook Out of Office calendar event the same as an automatic reply?
No. An Out of Office calendar event marks you as unavailable in scheduling and availability views. An automatic reply sends a message to people who email you. Create both if you need both functions.

Can I send different replies to coworkers and external contacts?
Many Exchange and Microsoft 365 versions provide separate internal and external message fields. Enter a message for each audience and check the external-recipient options, which can differ between Outlook versions and organizations.

Why can’t I find Automatic Replies in Outlook?
The location depends on the Outlook version, and some POP or IMAP accounts do not support the built-in feature. In classic Windows Outlook, check File; in newer versions, search Settings for Automatic Replies. For a work account, your administrator may also control the setting.

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

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