How to create an away message in Outlook

An away message in Outlook tells people who email you that you are not available and when you will return. In Outlook on the web (the version you access through a browser), this feature is called Focused Inbox rules or Automatic Replies. On Outlook desktop (the program installed on your computer), it is called Out of Office. Both send the same kind of message — the steps differ slightly depending on which version you use.

The fastest route is Outlook on the web if you have access to it, because the setting takes effect when ready and requires no restart. If you use only the desktop version, that works too — the process takes about two minutes either way.

Key Takeaways

  • Outlook on the web uses Automatic Replies, found under Settings > Mail > Automatic Replies, and turns on when ready without restarting your email.
  • Outlook desktop uses Out of Office, found under File > Info > Automatic Replies, and requires you to turn it off manually when you return.
  • You can set different messages for people inside your organization and people outside it, or use the same message for everyone.
  • The away message sends once per person per conversation, not to every single email, so your inbox does not trigger hundreds of replies.
  • If you use both Outlook on the web and Outlook desktop, set the away message in only one place to avoid duplicate replies.

Setting up Automatic Replies in Outlook on the web

Open Outlook in your web browser and sign in. In the top right corner, click the gear icon (Settings). From the menu that appears, click View all Outlook settings.

On the left side of the settings page, click Mail, then click Automatic Replies. You will see a toggle switch labeled Turn on automatic replies — click it to turn it on. A form will appear with fields for your message.

In the Inside your organization field, type the message people at your company or organization will see. If you want people outside your organization to see a different message, click the toggle for Send replies to senders outside my organization and type that message in the field below. If you want everyone to see the same message, leave that toggle off.

At the bottom of the form, you will see a section labeled Automatic replies scheduled. Leave this unchecked unless you want the away message to turn on and off at specific times — for example, if you are away only during a vacation week. If you do check it, click the date and time fields to set when the message starts and stops. When you are done, click Save.

Setting up Out of Office in Outlook desktop

Open Outlook on your computer. In the top left, click File. From the menu, click Info. You will see a button labeled Automatic Replies — click it.

A window titled Out of Office Assistant will open. Click the radio button next to Send Out of Office auto-replies. In the text field below, type your away message. This message goes to everyone — both inside and outside your organization.

If you want different messages for internal and external recipients, click the Rules tab at the top of the window. Click New Rule, then choose External from the dropdown. Type your external message in the text field. Click OK, then repeat the process for Internal if you want a different message for people in your organization.

Back on the main Out of Office Assistant window, you can set start and end times if you want. Click in the Start time field and choose a date and time. Click in the End time field and choose when the message should stop. When you are finished, click OK. The away message is now active.

Turning off your away message

In Outlook on the web, go back to Settings > Mail > Automatic Replies and click the toggle to turn it off. The message stops when ready.

In Outlook desktop, click File > Info > Automatic Replies. Click the radio button next to Do not send Out of Office auto-replies, then click OK. If you set an end time when you created the message, it will turn off automatically at that time — you do not have to do this step.

What your away message should say

A good away message includes three things: that you are away, when you will return, and who to contact if something is urgent. For example: "I am out of the office until Monday, January 15, returning to email on Tuesday. For urgent matters, contact Sarah at sarah.kim@company.com."

Keep it short — one or two sentences is enough. People do not need to know where you are or why you are away. If you are away for a long time and do not want to give a specific return date, you can write: "I am out of the office with limited email access and will respond when I return."

Common problems and what to do

If you set an away message in both Outlook on the web and Outlook desktop, people will get two replies to each email. Turn off the message in one place. Most people use Outlook on the web for this reason — it is simpler and does not require you to remember to turn it off.

If your away message is not sending, check that the toggle or radio button is actually turned on. In Outlook on the web, refresh the page after you save. In Outlook desktop, close and reopen the program. If you set a start time in the future, the message will not send until that time arrives — check the date and time fields to make sure they are correct.

If you are using a shared mailbox or a delegate account, the away message may not work the same way. Shared mailboxes often do not support automatic replies. If you manage email for someone else, ask them to set the away message in their own account instead.

Frequently Asked Questions

Will my away message send to every single email I receive?

No. Outlook sends your away message once per person per conversation thread. If the same person emails you five times, they will get one away message, not five. This prevents your inbox from triggering hundreds of automatic replies.

Can I set different messages for different people?

In Outlook on the web, you can set one message for people inside your organization and a different one for people outside it. In Outlook desktop, you can do the same using the Rules tab. You cannot set a message for one specific person — only for groups like "internal" or "external."

What happens if I forget to turn off my away message when I return?

Your away message will keep sending to everyone who emails you. If you set an end time when you created the message, it will turn off automatically. If you did not set an end time, you will need to turn it off manually. Check your away message settings when you return from time away.

Does my away message work if my computer is off?

Yes, if you use Outlook on the web. The message is stored on Microsoft's servers, not on your computer. In Outlook desktop, your computer must be running and connected to the internet for the away message to send — if your computer is off, the message will not go out.

Can I use formatting like bold or italics in my away message?

In Outlook on the web, you can use basic formatting. In Outlook desktop, the formatting options are limited. Most away messages are plain text for simplicity. Stick to clear, readable sentences without special formatting.