How to set your out of office message in Outlook
An out of office message tells people who email you that you are away and when you will respond. In Outlook on the web (the version you use in a browser), you set this through the Settings menu. On Outlook desktop (the program installed on your computer), you use the File menu. Both take about two minutes and work the same way: you write a message, set the dates you will be gone, and choose whether to send it to everyone or only to people in your contacts.
The message goes out automatically to anyone who emails you during those dates. It does not stop email from arriving — it just tells senders you are away. Your inbox still fills up normally, and you see everything when you return.
Key Takeaways
- Outlook on the web uses Settings > Mail > Automatic Replies; Outlook desktop uses File > Automatic Replies.
- You must set both a start date and an end date, or the message will not turn on.
- The message goes to external senders by default, but you can limit it to contacts only or send different messages to each group.
- Once you turn off automatic replies or the end date passes, the message stops sending when ready.
Setting up automatic replies in Outlook on the web
Open Outlook in your browser and select the gear icon in the top right corner. Click View all Outlook settings. In the left menu, choose Mail, then Automatic Replies.
Toggle Turn on automatic replies to the on position. A form appears with fields for your message. Type your out of office message in the text box — keep it short and include when you will be back. Below that, set your Start time and End time. Both dates are required. If you only set a start date, the message will not set up.
By default, the message goes to Everyone. If you want to send a different message to people in your contacts and a separate one to external senders, select Send replies to my contacts and others separately. You can then write one message for contacts and another for everyone else. When you are done, click Save.
Setting up automatic replies in Outlook desktop
Open Outlook on your computer. Click File in the top left corner, then select Automatic Replies (or Out of Office Assistant in older versions). A dialog box opens.
Check the box next to Send automatic replies. In the text field, type your message. Set your Start time and End time — both are required. If you want different messages for people in your organization and external senders, click the Outside My Organization tab and write a separate message there. Click OK when finished.
What happens when your out of office message is active
Once you save your settings, the message sends automatically to anyone who emails you. Each sender gets the message once per conversation, not once per email, so they will not receive it repeatedly if they send multiple messages.
Your email still arrives normally. The out of office message does not filter, delete, or delay incoming mail — it only sends a reply. You will see all messages when you return and can read them in the order they came in.
If you need to turn off the message before your end date, go back to the same settings and toggle automatic replies off (on the web) or uncheck the box (on desktop). The message stops sending when ready.
Common mistakes to avoid
The most common error is setting only a start date without an end date. Outlook requires both. If you set only one, the automatic reply will not turn on, and you will not realize until you return and find no one knew you were away.
Another mistake is forgetting to turn off automatic replies after you return. If your end date passes but you do not manually turn off the feature, it stays active until you do. Check your settings when you get back to make sure the message is no longer sending.
If you use both Outlook on the web and Outlook desktop on the same account, note that they share the same automatic reply settings. Changing it in one place changes it everywhere. You do not need to set it twice.
Sending different messages to contacts and external senders
You may want to tell coworkers or close contacts when you will be back, while giving a more formal message to clients or strangers. Outlook lets you do this.
On the web, select Send replies to my contacts and others separately when you set up automatic replies. Write one message for your contacts and another for external senders. On desktop, use the Inside My Organization and Outside My Organization tabs to write separate messages. Save both, and Outlook sends the right message to each group.
What to include in your out of office message
A good out of office message is brief and includes three things: that you are away, when you will return, and who to contact if the matter is urgent. For example: "I am out of the office until January 15 and will respond to your email when I return. For urgent matters, please contact Sarah at sarah@company.com."
Keep it to two or three sentences. Long messages are less likely to be read, and people often just need to know you are away and when you will be back. If you are using separate messages for contacts and external senders, the external message can be more formal, while the one to contacts can be more casual.
Frequently Asked Questions
Can I set an out of office message for just a few hours?
Yes. You can set any start and end time, including times on the same day. If you are leaving at 2 p.m. and returning at 9 a.m. the next day, set the start time to 2 p.m. today and the end time to 9 a.m. tomorrow. The message will send only during those hours.
What if I do not know my exact return date?
Set the end date a day or two after you think you will be back. You can always turn off automatic replies early if you return sooner. It is better to turn it off manually than to have it still sending after you are back at your desk.
Does the out of office message stop my email from being delivered?
No. The message is a reply only. All email arrives in your inbox normally. The automatic reply just tells senders you are away — it does not filter, block, or delay any messages.
Can I schedule an out of office message in advance?
Yes. You can set up your automatic reply days or weeks before you leave. Just set the start date to the day you will be away and the end date to when you return. The message will not send until that start date arrives.
What happens if I have automatic replies on and I send an email?
Your automatic reply message goes out to people who email you, but it does not affect emails you send. You can still send and receive messages normally while automatic replies are active.