How to Set an Out of Office Message in Outlook

Setting an out of office reply in Outlook lets everyone who emails you know you’re away and won’t be replying right away. Outlook can send this message automatically, once per sender, for as long as you’re gone. The exact steps depend on whether you’re using new Outlook, classic Outlook, Outlook on the web, or the mobile app, and on the type of email account you have.

Quick steps

1. Open classic Outlook for Windows and select File.
2. Select Automatic Replies.
3. Choose Send automatic replies.
4. Type your message and, if you like, set a start and end date so it turns off on its own.
5. Select OK.

Before you start

A few things to check first:

• Automatic replies work with Microsoft 365, Exchange, and Outlook.com accounts. They aren’t supported for Gmail, Yahoo, or other POP/IMAP accounts added to Outlook.
• If you have a POP or IMAP account and don’t see an Automatic Replies button, you’ll need to set up a rule instead (covered below).
• If you’re on a work or school account, you can write one message for people inside your organization and a separate message for people outside it.
• Make sure you know which version of Outlook you’re using, since the menu names differ between new Outlook, classic Outlook, and the web.

New Outlook for Windows

New Outlook for Windows has moved the automatic replies option into its settings panel rather than the File menu.

1. On the View tab, select View settings.
2. Select Accounts, then Automatic Replies.
3. Turn the Automatic replies toggle on.
4. Select Send replies only during a time period if you want to set specific start and end dates and times.
5. If you only want your reply going to people already in your Contacts, select Send replies only to contacts.
6. If you’re using a work or school account, you’ll also see an option to Send replies outside your organization. Turning this on sends your reply to every message you receive, including newsletters and junk mail, so many people prefer to stick with contacts only.
7. Type your message, then select Save.

If these steps don’t match what you see on screen, you’re probably still on classic Outlook. Skip to the next section instead.

Classic Outlook for Windows

Classic Outlook offers automatic replies for Exchange and Microsoft 365 accounts, and a workaround using rules for other account types.

Check your account type first

1. Select File on the left end of the ribbon.
2. If you see an Automatic Replies button, follow the steps below.
3. If you don’t see it, your account is likely POP or IMAP, and you’ll need the rules-based method in the troubleshooting section further down.

Set up automatic replies

1. Select File > Automatic Replies.
2. In the Automatic Replies box, choose Send automatic replies.
3. Optionally, set a start and end date so replies stop automatically at the time you enter. If you skip this, you’ll need to turn replies off manually later.
4. Type your out of office message on the Inside My Organization tab. If you have a work or school account, you’ll also see an Outside My Organization tab where you can write a separate message for external senders.
5. If you use the outside-organization option, choosing My contacts only is generally safer than replying to everyone, since replying to all senders means every newsletter, ad, and piece of junk mail gets an auto-reply too.
6. Select OK to save.

Turn off automatic replies

While automatic replies are active, classic Outlook shows a banner just under the ribbon reminding you they’re on. Select Turn off in that banner to stop them, or go back into File > Automatic Replies to change the dates or message.

Outlook on the web

This method works for Outlook.com and for Outlook on the web connected to Exchange Server 2016 or 2019.

1. Select Settings at the top of the page.
2. Select Account > Automatic replies.
3. Turn on the Automatic replies toggle.
4. Select Send replies only during a time period and enter a start and end time if you want the reply to switch off by itself. If you skip this, the reply stays on until you turn it off manually.
5. Type your message in the box at the bottom of the window. You can use the formatting tools at the top of the box to adjust font and color.
6. Select Send replies only to contacts if you only want the reply going to people in your Contacts list.
7. Select Save.

To turn replies off later, go back to Settings > Account > Automatic replies and switch the toggle off.

Outlook mobile app (Android and iOS)

Automatic replies are available in Outlook for iOS and Android for Microsoft 365, Exchange, Exchange (Hybrid), and Outlook.com accounts.

1. Tap Settings.
2. Tap your account.
3. Tap Automatic Replies.
4. Toggle the switch on.
5. Turn on Reply during a time period if you want to set a start and end time.
6. Turn on Block my calendar if you want an event added to your calendar showing you as out of office, and give it a name.
7. Use Clear my calendar if you want to cancel or decline meetings that fall in your time away.
8. Choose whether to reply to everyone or only to people in your organization, and write separate messages for each if needed.
9. Tap Save.

If it doesn’t work

There’s no Automatic Replies button

This usually means your account is a Gmail, Yahoo, or other POP or IMAP account, which doesn’t support Outlook’s built-in automatic replies feature. Instead, you can set up a rule that replies to incoming messages using a template, but Outlook needs to stay open and running on your computer for the rule to work while you’re away.

Your reply isn’t turning off

If you didn’t set an end date when you turned replies on, Outlook won’t switch them off for you. In classic Outlook, use the banner under the ribbon and select Turn off. On the web, go to Settings > Account > Automatic replies and switch the toggle off. In new Outlook, return to View settings > Accounts > Automatic Replies and turn the toggle off there.

The OK button is missing or grayed out

This can happen because of certain screen resolution and scaling settings on your PC. Try adjusting your display scaling or connecting a larger monitor, then reopen the Automatic Replies dialog box.

Frequently asked questions

How do I put myself out of Office in Outlook?

Open Outlook and go to the automatic replies setting for your version, File > Automatic Replies in classic Outlook, View settings > Accounts > Automatic Replies in new Outlook, or Settings > Account > Automatic replies on the web. Turn the toggle or checkbox on, write your message, and save.

How do I set out of Office in Outlook or Teams?

In Outlook, turn on automatic replies as described above. Microsoft Teams picks this up automatically: your Teams presence shows as Out of Office whenever you have an automatic reply turned on or a calendar event marked as Out of Office, so you don’t need to set it separately in Teams.

How to set out of Office status in Outlook mail?

Use the Automatic Replies option for your version of Outlook. It’s not a separate “status” setting, turning on automatic replies is what tells senders you’re away and is also what drives your Out of Office status elsewhere in Microsoft 365.

How do I put my out of Office on the Outlook app?

In the Outlook mobile app for iOS or Android, tap Settings, select your account, tap Automatic Replies, and turn the toggle on. From there you can set a time period, write your message, and optionally block your calendar or clear existing meetings for the time you’re away.

Related guides

• Add an email account to Outlook
• How to Send Email Using Outlook 2019?
• How to Reply to an Email in Outlook 2019?
• How to Fix Outlook Not Working on Windows 11: Step-by-Step Guide

Sources

• How to set up out of office automatic replies in Outlook (Microsoft Support)
• Set up auto-reply (out of office) (Microsoft Support)
• How do I enable out of the office messages for each of my accounts? (Microsoft Support)
• User presence in Teams (Microsoft Learn)