How to set an out of office message in Outlook
Outlook calls it "Automatic replies". Where you find it depends on which Outlook you're using: the new Outlook for Windows, classic Outlook, Outlook on the web, or the phone app.
Outlook can send one message to colleagues and a different one to people outside your organization, so there are examples of both below.
How to set an out of office message in Outlook: 4 to copy
1. Internal (colleagues)
Hi, I'm out until [date]. [Name] is covering [project/area] while I'm away. For anything else, message me on Teams and I'll check in once a day. [Your name]
2. External (clients and others)
Thank you for your email. I'm out of the office until [date] with limited access to email. For urgent matters, please contact [name] at [email]. Kind regards, [Your name] [Job title], [Company]
3. External, sales
Hello, Thanks for reaching out. I'm away until [date]. If you need a quote or have a question about your order, [name] at [email] can help right away. Best, [Your name]
4. Internal, short
Off until [date]. [Name] has my projects. Back soon!
New Outlook for Windows and Outlook on the web
- Click the gear icon (Settings) in the top right.
- Go to Accounts, then Automatic replies.
- Turn on Turn on automatic replies.
- Tick Send replies only during a time period and set the start and end time.
- Type your message for people inside your organization.
- Tick Send replies outside your organization if you want external senders to get a reply too, then type that message. You can also limit it to your contacts.
- Click Save.
Classic Outlook for Windows
- Click File in the top left.
- Click Automatic Replies. (If you don't see it, your account may be a POP or IMAP account. Use the rules method below.)
- Select Send automatic replies.
- Tick Only send during this time range and set the dates.
- Write your message on the Inside My Organization tab.
- Switch to the Outside My Organization tab, tick Auto-reply to people outside my organization, and write the external message.
- Click OK.
Outlook for Mac
- Go to Tools, then Automatic Replies (or Out of Office).
- Tick Send automatic replies for account.
- Write your message and set the time range.
- For external senders, tick Send replies to senders outside my organization and add the second message.
- Click OK.
Outlook mobile app
- Tap your profile picture, then the gear icon.
- Tap your account, then Automatic replies.
- Switch it on, choose who gets replies, write your message and tap the checkmark.
If Automatic Replies is missing
For Gmail, Yahoo or other IMAP accounts added to classic Outlook, there's no Automatic Replies button. Either set the out of office inside that email service (for example Gmail's vacation responder), or create a rule in Outlook that replies using a saved template. That second option only works while Outlook is open on your computer.
Frequently asked questions
How do I set an out of office in Outlook?
In new Outlook and Outlook on the web: Settings, Accounts, Automatic replies. In classic Outlook: File, Automatic Replies. Turn it on, set dates, write the message and save.
Can I send different out of office messages to internal and external people?
Yes. Outlook has separate boxes for inside and outside your organization. Most people use a more detailed message internally and a short, formal one externally.
Does Outlook send the auto-reply to every email?
No. It replies once to each sender while automatic replies are on. If you turn it off and on again, the list resets.
Why can't I find Automatic Replies in Outlook?
You're probably using a POP or IMAP account rather than Microsoft 365 or Exchange. Set the auto-reply in your email provider's own settings instead.