Setting an out of office message in New Outlook

New Outlook lets you set an automatic reply that goes to anyone who emails you while you are away. The feature is called Focused Inbox settings in the web version and Automatic Replies in the desktop app. Both versions work the same way: you write a message once, turn the feature on, and Outlook sends it automatically until you turn it off.

The process takes about two minutes and works whether you use Outlook on the web, Windows, or Mac. Your message goes out the same day someone emails you, so people know when ready that you are not checking mail.

Key Takeaways

  • In the web version, go to Settings, then Mail, then Automatic Replies to write and enable your message.
  • In the desktop app on Windows or Mac, click File, then Automatic Replies, and choose whether to send to everyone or only your contacts.
  • You can set a start date and end date so the message turns off automatically when you return.
  • Your out of office message goes to external senders and internal coworkers unless you choose to send only to one group.

Setting out of office in Outlook on the web

Open Outlook in your web browser and sign in. In the top right corner, click the gear icon to open Settings. From the menu on the left, click Mail, then scroll down and click Automatic Replies.

Toggle the switch next to Turn on automatic replies to the right. A text box appears where you type your message. Keep it short — one or two sentences is enough. For example: "I am out of the office until January 15 and will respond to your email when I return. For urgent matters, contact my manager at [email]."

Below the message box, you see two date fields: Start time and End time. Click each one to set when the message should start and stop sending. If you leave the end time blank, you must turn off the feature manually when you return. Setting an end date is easier because Outlook stops the message for you.

Click Save at the bottom. Your out of office message is now active.

Setting out of office in the Outlook desktop app

Open Outlook on your computer. At the top of the window, click File. In the menu that opens, click Automatic Replies (on Windows) or Set Up Out of Office (on Mac).

A dialog box opens. Click the radio button next to Send automatic replies. Type your message in the text box below. You can write different messages for people in your contacts and people outside your organization if you want — click the tabs at the top of the dialog to switch between them.

Set your start and end dates using the calendar pickers. On Windows, these appear as Start time and End time. On Mac, look for From and To. Click OK when you are done.

Sending different messages to internal and external senders

Both the web version and the desktop app let you send one message to your coworkers and a different message to people outside your organization. This is useful if you want to give your team more detail or direct them to a backup contact.

In the web version, after you turn on automatic replies, you see a checkbox that says Send replies only to my contacts. Leave it unchecked to send the same message to everyone. Check it to send your message only to people in your Outlook contacts, and then write a separate message for external senders in the second text box that appears.

In the desktop app, the dialog box has two tabs: Inside My Organization and Outside My Organization. Click each tab and write a different message if you want. If you write a message in only one tab, that message goes to everyone.

Turning off your out of office message

If you set an end date when you created the message, Outlook stops sending it automatically on that date. You do not need to do anything.

If you did not set an end date, or if you need to turn off the message early, go back to the same place you turned it on. In the web version, go to Settings, Mail, Automatic Replies, and toggle the switch to the left. In the desktop app, go to File, Automatic Replies, and click the radio button next to Do not send automatic replies.

What happens if you forget to turn off your message

If your out of office message stays on after you return, people will still see it when they email you. The message does not affect your ability to send or receive mail — it only sends the automatic reply. Turn it off as soon as you notice by following the steps in the section above.

If you set an end date, this is not a problem because the message stops on its own. This is why setting an end date is easier than remembering to turn the feature off manually.

Frequently Asked Questions

Can I use the same out of office message on my phone?

Outlook for iPhone and Android does not have an out of office feature. Set your message in the web version or desktop app, and it will work for all emails sent to your account, including those sent from your phone.

Will my out of office message send to mailing lists or group emails?

Yes. If you are on a mailing list and someone sends an email to the list, your automatic reply goes to the sender. This can create extra messages in their inbox, so you may want to mention in your message that you are out of office and will catch up on group emails when you return.

What if I want to send the same message to everyone but I do not know their email addresses?

You do not need email addresses. Just write your message and turn on automatic replies. Outlook sends it to anyone who emails you, whether they are in your contacts or not.

Can I schedule an out of office message for a future date?

Yes. When you create your automatic reply, set the start date to the day you leave and the end date to the day you return. Outlook will not send the message until the start date arrives.