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How to Set Up Out of Office Automatic Replies in Outlook

Step-by-step guide to setting up automatic out-of-office replies in every version of Outlook: New Outlook, Classic, Web, and Mobile.

Going on vacation, taking a sick day, or stepping away from work? Setting up an out-of-office automatic reply in Outlook ensures that anyone who emails you gets an instant response letting them know you're unavailable. Here's how to do it across every version of Outlook.

New Outlook (Windows & Mac)

  1. Click View > View settings at the top of the page
  2. Select Accounts > Automatic Replies
  3. Toggle Turn on automatic replies
  4. Optionally check Send replies only during a time period and set your start and end dates
  5. Type your out-of-office message in the text box - you can use the formatting toolbar to add bold, colors, or links
  6. If you want to send a different message to people outside your organization, check Send replies outside your organization and write a separate message
  7. Click Save

Classic Outlook (Windows)

  1. Click File > Automatic Replies (Out of Office)
  2. Select Send automatic replies
  3. Set your date range if you want the replies to turn off automatically
  4. On the Inside My Organization tab, type the message your coworkers will see
  5. Switch to the Outside My Organization tab to write a message for external contacts (optional)
  6. Click OK

Note: If you don't see the Automatic Replies option, you may have a POP or IMAP account. In that case, you'll need to create a rule instead - go to File > Manage Rules & Alerts > New Rule and set up a template that auto-replies to incoming messages.

Outlook on the Web (outlook.com / Microsoft 365)

  1. Click the Settings gear icon in the top-right corner
  2. Select Mail > Automatic replies
  3. Toggle automatic replies on
  4. Set a time range and type your message
  5. Optionally check Send replies only to contacts to limit who receives your auto-reply
  6. Click Save

Outlook Mobile (iOS & Android)

  1. Tap your profile icon in the top-left, then tap the Settings gear
  2. Tap your email account under Mail Accounts
  3. Tap Automatic Replies
  4. Toggle automatic replies on, set your dates, and type your message
  5. Use the Reply to everyone or Reply only to my organization option depending on your needs
  6. Tap the checkmark to save

Tips for a Good Out-of-Office Message

  • Include your return date so people know when to expect a reply
  • Provide an alternative contact for urgent matters - a colleague's name and email
  • Keep it short - two to three sentences is plenty
  • Set an end date so you don't forget to turn it off and keep auto-replying after you're back
  • Use different messages for internal and external recipients - you might share more detail with coworkers

Example Out-of-Office Message

Thank you for your email. I'm currently out of the office with limited access to email and will return on [date]. For urgent matters, please contact [colleague name] at [email]. I'll respond to your message as soon as possible when I return.

How to Turn Off Automatic Replies

In most versions of Outlook, you'll see a banner at the top of your inbox that says "Automatic Replies are being sent." Click Turn off to disable them immediately. Alternatively, go back to the same settings page and toggle automatic replies off. If you set an end date, Outlook will turn them off automatically.

Learn More

For the full official guide from Microsoft, visit: How to set up out of office automatic replies in Outlook

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