Nothing says “I’m unavailable” more clearly than a well-written out-of-office reply. Whether you are heading on vacation, attending a conference, taking sick leave, or simply stepping away from your inbox for a day, Outlook’s automatic replies help set expectations and keep communication professional. The good news is that setting them up is quick once you know where to look.
TLDR: In Outlook, you can set out-of-office replies through Automatic Replies in the desktop app, web version, or mobile app. Choose a start and end time, write a clear message, and create separate replies for people inside and outside your organization if needed. Keep your message short, useful, and professional, including when you will return and who to contact while you are away.
What Is an Out-of-Office Reply?
An out-of-office reply, also called an automatic reply, is a message Outlook sends on your behalf when someone emails you during a period you define. Instead of leaving colleagues, clients, or customers wondering why you have not responded, Outlook immediately informs them that you are unavailable.
This feature is especially useful because it works in the background. Once enabled, Outlook sends the response automatically, usually only once to each sender during your selected time period. That prevents people from receiving the same message repeatedly if they email you more than once.
Before You Start: Know Which Outlook You Are Using
Outlook is available in several versions, and the steps vary slightly depending on the one you use. You may be using:
- Outlook for Windows, the classic desktop application
- New Outlook for Windows, the newer app with a web-style interface
- Outlook on the web, accessed through a browser
- Outlook for Mac
- Outlook mobile app for iPhone or Android
If your email account is connected to Microsoft 365, Exchange, or Outlook.com, automatic replies are usually built in. If you use a POP or IMAP account, you may not see the same Automatic Replies option and may need to create rules instead.
How to Set Out-of-Office Replies in Classic Outlook for Windows
If you use the traditional Outlook desktop app on Windows, follow these steps:
- Open Outlook.
- Click File in the top-left corner.
- Select Automatic Replies.
- Choose Send automatic replies.
- To schedule your reply, check Only send during this time range.
- Select the start time and end time.
- Write your message under the Inside My Organization tab.
- If needed, click Outside My Organization and write a separate message for external senders.
- Click OK to save.
The two-message option is especially helpful. For coworkers, you might include internal details, such as team coverage or project notes. For external contacts, you may want to keep the message more general and avoid sharing too much information.
How to Set Out-of-Office Replies in Outlook on the Web
Outlook on the web makes the process straightforward, and it is often the easiest method if you are away from your main computer.
- Go to Outlook.com or your organization’s Outlook web address.
- Sign in to your account.
- Click the Settings gear icon in the top-right corner.
- Select Mail, then choose Automatic replies.
- Turn on Automatic replies.
- Set your date and time range.
- Type your out-of-office message.
- Choose whether to send replies outside your organization.
- Click Save.
Depending on your Outlook version, you may also see options to block your calendar, decline new invitations, or cancel meetings during your absence. These options are useful if you want Outlook to manage more than just email while you are away.
How to Set Out-of-Office Replies in New Outlook for Windows
The new Outlook for Windows looks and behaves more like Outlook on the web. To set automatic replies there:
- Open New Outlook.
- Click the Settings gear icon.
- Go to Accounts, then select Automatic replies.
- Choose the account you want to update, if you use more than one.
- Turn on automatic replies.
- Set a time period and write your message.
- Click Save.
If you manage multiple inboxes, pay close attention to the selected account. It is easy to set an out-of-office reply for one mailbox while leaving another active without a reply.
How to Set Out-of-Office Replies in Outlook for Mac
Mac users can also enable automatic replies directly in Outlook:
- Open Outlook on your Mac.
- Select Tools from the menu bar.
- Click Automatic Replies.
- Choose the account you want to configure.
- Enable automatic replies and set your dates.
- Enter your message for internal and external senders.
- Save your changes.
The exact wording can differ slightly between Outlook versions, but the feature is usually listed as Automatic Replies, Out of Office, or something very similar.
How to Set Out-of-Office Replies on the Outlook Mobile App
If you remember to set your reply while already traveling, the Outlook mobile app can save the day.
- Open the Outlook app on your phone.
- Tap your profile icon or menu icon.
- Tap the Settings gear.
- Select your email account.
- Tap Automatic Replies.
- Turn the feature on.
- Set your time range and message.
- Tap the checkmark or save option.
The mobile version is convenient, but typing a polished message on a phone can be awkward. If possible, draft your reply in advance and paste it into the app.
What Should Your Out-of-Office Message Include?
A good out-of-office reply does not need to be long. In fact, shorter is usually better. Make sure it includes the essentials:
- Your availability: Say that you are away or unavailable.
- Your return date: Let people know when they can expect a response.
- An alternate contact: Provide a name or inbox for urgent matters.
- A polite closing: Keep the tone professional and friendly.
Here is a simple example:
Thank you for your email. I am out of the office from Monday, June 10 through Friday, June 14 and will respond when I return. For urgent matters, please contact Jordan Lee at jordan.lee@example.com. Thank you for your patience.
For external contacts, you might prefer a slightly more cautious version:
Thank you for your message. I am currently away from the office and will respond as soon as possible after I return. If your matter is urgent, please contact our support team at support@example.com.
Tips for Writing a Better Automatic Reply
- Be specific, but not too personal. “I am away from the office” is usually better than giving detailed vacation plans.
- Include time zones if you work with international contacts.
- Avoid promising an immediate response on your first day back, especially after a long absence.
- Check spelling and names, particularly the alternate contact’s email address.
- Use different internal and external messages when your internal reply contains sensitive information.
What If You Do Not See Automatic Replies?
If the Automatic Replies option is missing, your account type may not support server-based automatic replies. This can happen with some POP or IMAP accounts. In that case, you may be able to create an Outlook rule that replies with a template, but your computer and Outlook may need to remain running for the rule to work.
For work or school accounts, contact your IT administrator if you cannot find the feature. Your organization may manage automatic replies through Microsoft 365 settings or may have restrictions in place.
Final Thoughts
Setting an out-of-office reply in Outlook is a small task that can make a big difference. It protects your time, reduces confusion, and helps others know exactly what to do while you are unavailable. Whether you use Outlook on desktop, web, Mac, or mobile, the key is the same: set a clear time range, write a helpful message, and make sure the right people know who to contact in your absence.