What an auto reply does and when to use it
An auto reply (also called an out-of-office message) is a message Outlook sends automatically to anyone who emails you while you're away or unavailable. When someone sends you an email, they get your reply back within seconds, letting them know you're not checking messages and when you might respond.
Auto replies are useful when you're on vacation, at a conference, dealing with a family emergency, or straightforward need to focus on a project without interruptions. They set expectations so people don't assume you're ignoring them. You can set an auto reply to run for a specific date range, or turn it on and off manually whenever you need it.
Outlook's auto reply feature works the same way whether you use Outlook on your computer, the web version, or your phone — though the steps differ slightly depending on which version you have.
Key Takeaways
- Auto replies in Outlook send an automatic message to everyone who emails you, so they know you're away and when you'll be back.
- You can set an auto reply to turn on and off automatically on specific dates, or turn it on manually whenever you need it.
- The steps to set up an auto reply are different in Outlook desktop, Outlook on the web, and Outlook mobile — each has its own menu location.
- You can write different messages for people inside your organization and people outside it, which is useful if you work for a company with internal email.
- Once you turn on an auto reply, it stays on until you turn it off or the end date you set arrives.
Setting up an auto reply in Outlook on your computer
Open Outlook on your desktop and go to the File menu in the top left corner. Click File, then look for Automatic Replies (in older versions of Outlook, this may say Out of Office Assistant). Click it to open the auto reply window.
Check the box next to Send automatic replies to turn the feature on. You'll see two options: Send only during a time range or Send only this time. If you want the auto reply to run for specific dates, choose the first option and enter your start and end dates. If you want it to stay on until you manually turn it off, leave the time range unchecked.
Type your message in the text box under Inside My Organization. This is what people in your company will see. If you want to send a different message to people outside your organization, check the box for Outside My Organization and type a separate message there. When you're done, click OK.
Setting up an auto reply in Outlook on the web
Log into Outlook on the web (outlook.office.com or outlook.com). Click the gear icon in the top right corner, then select View all Outlook settings. In the left menu, click Mail, then scroll down to find Automatic replies.
Toggle the switch next to Turn on automatic replies to turn it on. You'll see a box to enter your message. If you want the auto reply to run only during specific dates, check the box for Send replies only during this time range and enter your start and end dates and times. Type your message in the text box below.
If you want to send different messages to people inside and outside your organization, scroll down to find the option for Reply to people in my organization differently. Check that box and type a separate message. When you're finished, the settings save automatically — you don't need to click a save button.
Setting up an auto reply on Outlook mobile
Open the Outlook app on your phone and tap the menu icon (three horizontal lines) in the bottom right corner. Tap Settings, then find your email account and tap it. Scroll down to Automatic replies and tap it.
Toggle the switch to turn on automatic replies. Type your message in the text box. If you want to set a date range, tap the toggle for Schedule automatic replies and enter your start and end dates. Tap Done when you're finished. The auto reply is now active and will send to anyone who emails you.
What happens after you turn on an auto reply
Once your auto reply is on, Outlook sends your message to every person who emails you — but only once per conversation. If someone sends you three emails in a row, they'll get your auto reply message only on the first one, not on the second and third. This prevents your inbox from looking like spam to the other person.
Your auto reply does not affect your inbox. Emails still arrive normally, and you can read them whenever you want. The auto reply is just a courtesy message that goes back to the sender. If you set a date range, Outlook automatically turns off the auto reply when that date arrives. If you didn't set a date range, the auto reply stays on until you manually turn it off.
Turning off your auto reply
To turn off an auto reply in Outlook desktop, go to File > Automatic Replies and uncheck the box next to Send automatic replies. Click OK.
To turn it off in Outlook on the web, go back to Settings > Mail > Automatic replies and toggle the switch to off. On mobile, open Settings, find your account, tap Automatic replies, and toggle it off. The auto reply stops when ready.
Common mistakes to avoid
Don't forget to turn off your auto reply when you return. If you set a date range, Outlook handles this for you. But if you turned it on manually without a date, it will keep sending messages until you manually turn it off — even weeks later. Set a phone reminder on your last day away to check that it's off.
Avoid writing a message that's too long. Most people skim auto replies quickly, so keep yours to two or three sentences. Include when you'll be back and who to contact if it's urgent. Don't include sensitive information like your home address or personal phone number — auto replies go to anyone who emails you, including people you don't know.
If you use multiple email accounts in Outlook, remember that you need to set up an auto reply separately for each account. Turning on an auto reply for one account doesn't affect your other accounts.
Frequently Asked Questions
Can I send different auto replies to different people?
Outlook lets you send one message to people inside your organization and a different message to people outside it, but you can't send custom messages to specific individuals. If you need to send different replies to different people, you would need to set up rules or filters, which is more complex.
What if I don't know the exact date I'll be back?
Turn on the auto reply without setting a date range, then manually turn it off when you return. This gives you flexibility if your return date changes. Just make sure you remember to turn it off — set a phone reminder if you think you might forget.
Will my auto reply send to mailing lists or group emails?
Yes, your auto reply will send to anyone who emails you, including mailing lists and group emails. If you're on a busy mailing list, your auto reply might generate a lot of messages back. Consider turning off your auto reply before going on vacation if you're subscribed to high-volume lists.
Can I use HTML or special formatting in my auto reply?
In Outlook desktop and on the web, you can use basic formatting like bold, italics, and line breaks. On mobile, your options are more limited. Stick to plain text with line breaks for the clearest message across all devices.
Does my auto reply send to emails I've already received?
No. Your auto reply only sends to new emails that arrive after you turn it on. It doesn't send to emails you received before the auto reply was active.