Setting your out of office message takes two minutes and stops people from expecting replies while you're away

Open Outlook on your computer or phone. Go to File (top left corner), then select Automatic Replies. Check the box that says Send automatic replies. Type your message in the text field — something like "I'm out of the office until January 15 and will respond when I return" — then click OK. Your message will send automatically to anyone who emails you while you're away.

If you use Outlook on the web (outlook.com or your work email in a browser), the process is slightly different. Click the gear icon in the top right, select View all Outlook settings, then go to Mail > Automatic replies. Turn on the toggle, set your dates, write your message, and save.

The key difference between the two versions: the desktop app lets you set different messages for people inside and outside your organization, while the web version sends the same message to everyone. If you work for a company and want to send one message to coworkers and a different one to clients, use the desktop version.

Key Takeaways

  • Automatic replies in Outlook send the same message to everyone who emails you during your absence, so you don't have to respond individually.
  • On desktop Outlook, you can set different messages for internal coworkers and external contacts, but the web version sends one message to all senders.
  • Always include your return date in the message so people know when to expect a response.
  • Turn off automatic replies the day you return to work, or they will keep sending to new emails.

How to set different messages for coworkers and external contacts

Desktop Outlook lets you customize who sees what. When you open Automatic Replies, you'll see two tabs: Inside My Organization and Outside My Organization. Use the first tab for coworkers — you might write something brief like "I'm out until the 15th" — and the second for clients or external partners, where you might include a colleague's contact information in case they need urgent help.

This feature is useful if you work in a role where external contacts might need to reach someone else. For example, a project manager might tell clients "I'm away, but contact Sarah Chen at sarah.chen@company.com for urgent issues" while telling coworkers straightforward "Back on the 15th."

What happens if you forget to turn off automatic replies

If you don't disable automatic replies when you return, they will continue sending to every new email that arrives. This creates confusion — people think you're still away when you're actually at your desk. The fix is straightforward: go back to File > Automatic Replies and uncheck Send automatic replies.

Some people set an end date when they create the message, which stops replies automatically. In desktop Outlook, check the box next to Only send during this time range and set the end date to your last day away. The replies will stop on their own at midnight that day.

Setting automatic replies on your phone

The Outlook mobile app (available on iPhone and Android) does not have an automatic replies feature built in. If you need to set an out of office message from your phone, use the web version instead: open outlook.com or your work email in your phone's browser, follow the web steps above, and the message will work across all your devices.

Alternatively, set the message on your computer before you leave, and it will stay active on your phone automatically. Just remember to turn it off when you return.

Keeping your message professional and clear

A good out of office message tells people three things: that you're away, when you'll be back, and what they should do if it's urgent. "I'm out of the office from January 10–15 and will respond to your email when I return. For urgent matters, contact [colleague name] at [email]" covers all three.

Avoid oversharing personal details or making jokes that might not land with everyone who reads it. Keep it to one or two sentences. People are usually just looking for confirmation that you received their email and when they can expect a reply.

Automatic replies and spam or phishing emails

One side effect of automatic replies: scammers and spammers sometimes use them to confirm that your email address is real and monitored. This is a small risk, and the benefit of letting legitimate contacts know you're away usually outweighs it. If you're concerned, you can set a generic message like "Thank you for your email" without mentioning that you're out of the office — but most people find it clearer to say you're away.

If you notice a spike in spam after setting an out of office message, it's usually temporary. Spam filters catch most of it before it reaches your inbox anyway.

Frequently Asked Questions

Can I set automatic replies to start in the future?

Yes. In desktop Outlook, check Only send during this time range and set both a start and end date. In the web version, you can set the dates when you turn on automatic replies. This is useful if you're setting up your message a week before you leave.

What if I'm using Gmail instead of Outlook?

Gmail calls this feature "Vacation responder." Go to Settings > General, scroll to Vacation responder, turn it on, set your dates, and write your message. The process is similar but the location is different.

Will my automatic reply send to people I've blocked?

No. Blocked contacts won't receive your automatic reply because their emails don't reach your inbox in the first place. The reply only goes to people whose emails you actually receive.

Can I schedule automatic replies for a specific time of day?

Outlook doesn't let you set a specific time — only a date range. If you need replies to stop at 5 p.m. on your last day, you'll have to turn off automatic replies manually at that time.