Setting an out of office reply in Outlook takes about two minutes once you know where to find it. The option is buried slightly differently depending on whether you’re using Outlook as part of Microsoft 365, the desktop app, or Outlook on the web. This guide covers all three.
Outlook Desktop App (Microsoft 365)
- Open Outlook and click File in the top-left corner
- Click Automatic Replies (Out of Office)
- Select Send automatic replies
- Tick Only send during this time range and set your start and end dates
- Type your message in the box — this goes to people inside your organisation
- Click the Outside My Organization tab if you want a different message for external contacts
- Click OK
Your out of office will activate at the start time and switch off automatically at the end time. You don’t need to remember to turn it off.
Outlook on the Web (outlook.office.com)
- Go to outlook.office.com and sign in
- Click the Settings cog (top right)
- Click View all Outlook settings at the bottom of the panel
- Go to Mail → Automatic replies
- Toggle Automatic replies on
- Set the date range and type your message
- Click Save
Outlook for Mac
- Open Outlook and go to Tools → Automatic Replies
- Tick Send automatic replies for account
- Set the date range and message
- Click OK
What to Write in Your Out of Office Message
A good out of office message includes:
- The dates you’re away
- When you’ll be back and responding to emails
- An alternative contact if the matter is urgent
Example: “I’m out of the office from [date] and will return on [date]. I’ll respond to your email on my return. For urgent matters, please contact [name] at [email].”
Keep it brief. The person emailing you just wants to know when to expect a response.
Setting a Different Message for External Contacts
In the desktop app, the Outside My Organization tab lets you set a separate message for people outside your company. This is useful if you want to share different contact details externally, or if your internal message references people or systems that external contacts wouldn’t know.
You can also choose to only send the external reply to people in your contacts list, which reduces auto-replies going to mailing lists and marketing emails.
Turning It Off Early
If you return early, go back to File → Automatic Replies and select Do not send automatic replies. On the web, toggle automatic replies off and save.
Why Your Out of Office Option Might Be Missing
If you don’t see Automatic Replies in the File menu, your account may not be connected to a Microsoft Exchange or Microsoft 365 mailbox. Outlook connected to a personal email account (Gmail, POP3/IMAP) doesn’t have the automatic replies feature — you’d need to set up a rule instead, or use your email provider’s own out of office settings.
