Few workplace features are as small but as useful as the out-of-office message. Whether you are taking a vacation, attending a conference, working in a different time zone, or stepping away for a day of focused work, an automatic reply in Outlook helps set expectations before confusion begins. A clear out-of-office message tells people when you are unavailable, when they can expect a response, and whom to contact if something cannot wait.
TLDR: In Outlook, you can create an out-of-office message using the Automatic Replies feature in Outlook on the web, the desktop app, or the mobile app. Set a start and end time, write separate messages for colleagues and external contacts if needed, and include an alternate contact for urgent matters. A good message is short, polite, specific, and updated whenever your availability changes.
Why out-of-office messages matter
An out-of-office message does more than announce that you are away. It prevents delays from turning into frustration, gives coworkers a path forward, and helps clients or customers understand that their message has been received even if you cannot respond immediately. In busy organizations, this simple automatic reply can reduce follow-up emails, missed deadlines, and unnecessary escalations.
Outlook’s out-of-office feature is especially helpful because it can be scheduled in advance. Instead of remembering to turn your message on at the last minute, you can set it before you leave and let Outlook handle the timing. You can also write different replies for people inside and outside your organization, which is useful when internal colleagues need more detail than external senders.
Where to find Automatic Replies in Outlook
The exact steps depend on which version of Outlook you use. Microsoft offers several Outlook experiences, including Outlook on the web, classic Outlook for Windows, new Outlook for Windows, Outlook for Mac, and the Outlook mobile app. The wording may vary slightly, but the feature is usually called Automatic Replies or Out of Office.
In most workplace Microsoft 365 accounts, Automatic Replies are managed through your mailbox settings. This means that once you turn them on, they continue working even if your computer is shut down. That is one key advantage over a local email rule, which may require Outlook to remain open depending on how it is configured.
How to add an out-of-office message in Outlook on the web
Outlook on the web is one of the easiest places to set an automatic reply. If you use Microsoft 365 or Outlook.com in a browser, follow these steps:
- Open Outlook in your browser and sign in to your account.
- Select the Settings icon, usually shown as a gear in the upper-right corner.
- Choose Mail, then select Automatic replies.
- Turn on Automatic replies.
- Check the option to send replies only during a specific time period, if you want Outlook to turn the message on and off automatically.
- Enter your start and end dates and times.
- Write your message for people inside your organization.
- If available, enable replies outside your organization and write a separate message for external senders.
- Select Save.
Using the web version is often the most reliable method because the settings are saved to your mailbox. If you move between computers or devices, your automatic replies should still work as long as they were saved correctly.
How to add an out-of-office message in classic Outlook for Windows
If you use the classic Outlook desktop app on Windows, the Automatic Replies option is usually found in the File menu. Here is the typical process:
- Open Outlook.
- Select File in the top-left corner.
- Choose Automatic Replies.
- Select Send automatic replies.
- Optionally check Only send during this time range and enter your start and end times.
- Write your internal message under the Inside My Organization tab.
- Use the Outside My Organization tab to create a message for external senders.
- Click OK to activate the setting.
If you do not see Automatic Replies, your account type may not support the feature in the same way. Some POP or IMAP accounts may require a different approach, such as creating a rule. For Microsoft Exchange and Microsoft 365 accounts, however, the Automatic Replies tool is typically available.
How to add an out-of-office message in new Outlook for Windows
The new Outlook for Windows is closer in design to Outlook on the web. To add an out-of-office message there, open the app and go to Settings. Then choose Mail and look for Automatic replies. Turn the feature on, set your time range, add your message, and save your changes.
Because Microsoft continues to update the new Outlook experience, menu names may shift slightly. If you cannot find the option immediately, use the settings search box and type automatic replies or out of office.
How to add an out-of-office message in Outlook for Mac
Outlook for Mac also supports automatic replies for many Microsoft 365 and Exchange accounts. To set one up, open Outlook and look for Tools in the menu bar. Then select Automatic Replies. From there, you can enable replies, schedule the time period, and create messages for internal and external contacts.
If your workplace manages email settings centrally, some options may be restricted. In that case, you may need to use Outlook on the web or contact your IT administrator for help.
How to add an out-of-office message in Outlook mobile
Setting an automatic reply from your phone is useful when plans change unexpectedly. In the Outlook mobile app, the steps are generally simple:
- Open the Outlook app on your iPhone or Android device.
- Tap your profile icon or account icon.
- Open Settings.
- Select the email account you want to update.
- Tap Automatic Replies.
- Turn automatic replies on.
- Write your message and set a schedule if the option is available.
- Save your changes.
Mobile settings may be more limited than desktop or web settings, but they are convenient for quick updates. If you need separate internal and external messages, and you do not see those fields in the app, try using Outlook on the web instead.
What to include in an effective out-of-office message
A strong out-of-office message is clear, concise, and helpful. It does not need to explain your entire schedule or provide unnecessary personal details. In fact, the best messages usually answer three questions: Are you available? When will you return? Who can help in the meantime?
Consider including the following elements:
- Your availability: State that you are away from email or checking messages only occasionally.
- Your return date: Tell senders when you expect to respond.
- An urgent contact: Provide the name, role, and email address of someone who can help.
- Scope of urgency: Explain what qualifies as urgent, if appropriate.
- A polite tone: Thank the sender for their patience.
For example, a simple internal message might read:
Hello, thanks for your message. I am out of the office from Monday, June 10 through Friday, June 14 and will respond when I return on Monday, June 17. If your request is urgent, please contact Jordan Lee at jordan.lee@example.com. Thank you for your patience.
Internal versus external replies
Outlook often lets you create one message for people inside your organization and another for people outside it. This is useful because the level of detail you share with coworkers may not be appropriate for clients, vendors, or unknown senders.
Your internal reply can include project-specific contacts, team coverage details, or links to internal resources. Your external reply should usually be more general. Avoid sharing sensitive information such as travel details, internal processes, direct phone numbers, or names of employees who should not be contacted externally.
For an external reply, you might write:
Thank you for your email. I am currently out of the office and will respond after I return on Monday, June 17. For urgent business matters, please contact our support team at support@example.com. Thank you.
Tips for writing a professional message
The best out-of-office messages are easy to understand at a glance. People often receive them while trying to solve a problem, so clarity matters more than cleverness. A friendly line is fine, but avoid jokes that could be misread or sound dismissive.
- Keep it short: Most messages should be between three and six sentences.
- Use exact dates: “I return on July 8” is clearer than “I’ll be back next week.”
- Do not overpromise: If your inbox will be full when you return, avoid saying you will respond immediately.
- Update old messages: Check names, dates, and contact details before using a previous template.
- Be careful with personal details: “I am away from the office” is usually enough.
Common situations and sample messages
Different absences call for different wording. Here are a few practical examples you can adapt.
Vacation:
Thanks for your email. I am away from the office from August 5 through August 12 and will respond after I return on August 13. If you need immediate assistance, please contact Maya Patel at maya.patel@example.com.
Conference or business travel:
Hello, I am attending a conference and may have limited access to email until Thursday, September 19. I will respond as soon as possible when I return. For urgent matters, please contact the project team at projects@example.com.
Short absence:
Thank you for your message. I am out of the office today and will reply tomorrow. If your request is urgent, please contact the main office at office@example.com.
Parental leave or extended leave:
Thank you for your email. I am currently on leave and will not be checking email regularly. For assistance during my absence, please contact the team mailbox at team@example.com.
Troubleshooting automatic replies in Outlook
If your out-of-office message is not working, start by confirming that it is turned on for the correct account. Many people have multiple mailboxes in Outlook, and it is easy to set automatic replies for one account while expecting them to work on another.
Next, check the scheduled time range. A wrong date, time zone, or end time can prevent the reply from sending when expected. Also remember that Outlook often sends an automatic reply only once to each sender during a specific out-of-office period. If someone emails you repeatedly, they may not receive the message every time.
If the feature is missing, your account type may not support server-side automatic replies. In that case, speak with your IT team or use Outlook on the web to see whether the setting is available there. For personal email accounts connected through POP or IMAP, you may need to create a rule, though this can be less reliable and may require Outlook to stay open.
Final thoughts
Adding an out-of-office message in Outlook is a small task that can make your communication feel more organized and professional. By setting clear expectations, scheduling your reply, and providing the right alternate contact, you help others continue their work while you are away. Before your next absence, take a few minutes to prepare your automatic reply; your colleagues, clients, and future self will appreciate it.
Published on July 2, 2026 under .
