Guide
How to Set Out of Office in Outlook
In new Outlook and Outlook on the web, go to Settings → Accounts → Automatic replies. In classic Outlook, go to File → Automatic Replies. Turn replies on, set a start and end time, write your message and select Save (or OK).
Send replies only during a time period
StartFri · 5:00 PM
EndMon · 9:00 AM
Thanks for your email. I'm out of the office until Monday and will reply when I'm back. For anything urgent, contact Priya at [email protected].
Quick answer
Where to find out of office in every version of Outlook
Microsoft calls it Automatic Replies. The setting lives in a different place in each app, and it only works on Microsoft 365, Exchange and Outlook.com accounts.
| Outlook version | Menu path | Works with |
|---|---|---|
| New Outlook for Windows | Settings (or View → View settings) → Accounts → Automatic replies | Microsoft 365, Exchange, Outlook.com |
| Classic Outlook for Windows | File → Automatic Replies | Exchange / Microsoft 365. POP/IMAP: use a rule |
| Outlook on the web / Outlook.com | Settings → Accounts → Automatic replies | Work, school and Outlook.com accounts |
| Outlook for Mac | Tools → Automatic Replies | Exchange, Microsoft 365, Outlook.com. Not Gmail, Yahoo, POP or IMAP |
| Outlook for iOS and Android | Settings → your account → Automatic Replies | Microsoft 365, Exchange, Outlook.com |
Not sure which version you have? If you see a File tab at the top left, you're in classic Outlook. If there's a New Outlook toggle switched on at the top right, or no File tab, you're in new Outlook.
New Outlook & web
Set an away message in new Outlook and Outlook on the web
- Select Settings (the gear icon), then Accounts → Automatic replies. In new Outlook you can also go to View → View settings.
- Turn on the Automatic replies toggle.
- Tick Send replies only during a time period and choose a start and end time.
- Optional on the web: Block my calendar for this period, automatically decline new invitations, or decline and cancel your meetings during that time.
- Type your message in the box at the bottom.
- Work or school account? Choose whether to send replies outside your organization, and consider Send replies only to contacts.
- Select Save.
How automatic replies behave
Each sender gets one reply while the time period is active.
Replying to everyone outside your company replies to newsletters too
Classic, Mac & mobile
Turn on out of office in classic Outlook, Outlook for Mac and the mobile app
Classic Outlook for Windows
- Select File → Automatic Replies. No button? Skip to the rule workaround below.
- Select Send automatic replies. To schedule it, tick Only send during this time range and set the start and end time.
- Write your reply on the Inside My Organization tab, and on Outside My Organization if you want external senders answered too.
- Select OK. To stop early, select Turn off in the bar under the ribbon.
Outlook for Mac
- Open Mail, then choose Tools → Automatic Replies.
- Pick the account and switch on Send Automatic Replies.
- Write the reply for people inside your organization.
- To schedule it, turn on Send replies during a specific time period and set the dates and times.
- For external senders, choose to reply to your contacts only or to everyone, add that message, then close the window.
Outlook for iOS and Android
- Tap Settings, then tap your account.
- Tap Automatic Replies and switch it on.
- Optionally set a time period, block your calendar, and write separate messages for your organization and external senders.
- Tap Save.
No Automatic Replies button? Use a rule (POP and IMAP accounts)
Gmail, Yahoo and other POP or IMAP accounts in classic Outlook don't have Automatic Replies. Save your reply as a template, then have a rule send it:
- Write a new email with your out of office text, then File → Save As and choose Outlook Template (*.oft).
- Go to File → Manage Rules & Alerts → New Rule, choose Apply rule on messages I receive, and confirm it applies to every message.
- Pick the action reply using a specific template, open your template from User Templates in File System, name the rule and select Finish.
Rules only run while Outlook is open
Templates
Out of office message templates
Say when you're back, who to contact instead, and nothing else. Copy one and swap the brackets.
Short and simple
Thanks for your email. I'm out of the office until [date] with limited access to email. I'll reply when I'm back.Vacation
Hi, thanks for your message.
I'm on vacation from [start date] to [return date] and won't be checking email. For anything urgent, please contact [name] at [email].
I'll get back to you after [return date].Parental leave
Hello,
I'm on parental leave until [month, year] and not checking email. For [topic], please contact [name] at [email]. For anything else, reach [team] at [email].
Thank you for your patience.Conference or business travel
Thanks for reaching out. I'm at [event] in [city] until [date], so replies may be slower than usual.
If it's time-sensitive, [name] at [email] can help.Left the company
Thank you for your email. I've left [company] and this inbox is no longer monitored.
Please contact [name], [title], at [email], who will be happy to help.Internal vs external (two messages)
Inside my organization:
Out until [date]. [Name] is covering [project]. Ping me on [chat tool] only if something is on fire.
Outside my organization:
Thank you for your email. I'm out of the office until [date]. For urgent matters, please contact [name] at [email].Run outreach from separate mailboxes, not your main inbox
Need a better ending for the message itself? See email sign-offs. Sent something you shouldn't have before leaving? Here's how to recall an email in Outlook, and how to schedule emails to go out while you're away.
Sources: Microsoft: Set up automatic replies in Outlook, Outlook on the web, Outlook for Mac, Outlook for iOS and Android, Use rules to create an out of office message.
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How do I set out of office in Outlook?
In new Outlook or Outlook on the web, go to Settings → Accounts → Automatic replies, turn the toggle on, write your message and select Save. In classic Outlook for Windows, go to File → Automatic Replies, select Send automatic replies, write your message and select OK.
How do I schedule out of office in Outlook with a start and end time?
Tick “Send replies only during a time period” (new Outlook and the web) or “Only send during this time range” (classic Outlook), then pick a start and end date and time. Replies switch on at the start time and turn off by themselves at the end time. Without a time range they stay on until you turn them off.
Why don't I see Automatic Replies in Outlook?
Automatic Replies needs a Microsoft 365, Exchange or Outlook.com account. Gmail, Yahoo and other POP or IMAP accounts don't get the button. In classic Outlook you can build an out of office rule that replies with a saved template instead, but Outlook has to stay open on your computer for it to work.
Does Outlook send an out of office reply to every email?
No. Outlook replies once to each person who emails you while replies are on. If you turn on replies outside your organization for everyone, that includes newsletters and possibly junk, so Microsoft suggests limiting outside replies to your contacts.
How do I turn off out of office in Outlook?
Go back to the same Automatic replies screen and switch the toggle off, or select Turn off in the bar under the ribbon in classic Outlook. If you set an end time, replies turn off on their own.
Can I set out of office from the Outlook mobile app?
Yes, for Microsoft 365, Exchange and Outlook.com accounts. In Outlook for iOS or Android, tap Settings, tap your account, tap Automatic Replies, switch it on, write the reply and tap Save.