Outlook's autoresponder sends a message to everyone who emails you while you're away

An autoresponder in Outlook is an automatic reply that goes out to anyone who sends you an email. You set it up before you leave, and it tells people you're not available and when you'll be back. Outlook calls this feature "Out of Office" on desktop and "Focused Inbox" settings on the web version, though the web version's autoresponder lives in a different menu than the desktop app.

The autoresponder works the same way in Outlook whether you use it for work, school, or personal email. Once it's on, every incoming email gets a reply from you automatically — you don't have to send them manually. You can turn it off the moment you're back, and it stops when ready.

Key Takeaways

  • Desktop Outlook's autoresponder is in File > Info > Automatic Replies, and you set a start date, end date, and your message text.
  • Outlook on the web (Outlook.com or Outlook.office.com) uses Mail Settings > Mail > Automatic Replies, and the process is nearly identical.
  • You can write one message for people inside your organization and a different one for people outside it.
  • The autoresponder sends only once to each person, even if they email you multiple times while it's active.

Setting up autoresponder on desktop Outlook

Open Outlook on your computer. Click the File menu in the top left corner. Then click Info on the left side of the screen. You'll see a button that says "Automatic Replies" — click it.

A window opens with three sections. First, check the box next to "Send automatic replies." Then set your dates: click "Only during this time period" and enter the date and time you're leaving in the "Start time" field, and the date and time you're returning in the "End time" field. Outlook will turn off the autoresponder automatically at that end time.

In the "Inside My Organization" tab, type the message you want coworkers or colleagues to see. Keep it short — something like "I'm out of the office until March 15 and will respond to your email when I return. For urgent matters, contact Jane at jane@company.com." Then click the "Outside My Organization" tab and write a message for people outside your workplace, which is often more formal or gives less detail.

Click OK when you're done. The autoresponder is now active and will run until the end date you set.

Setting up autoresponder on Outlook.com or Outlook.office.com

Log into your Outlook account in a web browser. Click the gear icon in the top right corner and select "Mail settings." On the left side, click "Mail," then scroll down until you see "Automatic replies." Click it.

Check the box next to "Turn on automatic replies." Set your start and end dates and times the same way as desktop Outlook. In the "Message" field, type what you want to say. Unlike desktop Outlook, the web version doesn't separate inside and outside messages in the basic view — your one message goes to everyone.

If you want different messages for internal and external recipients, look for the option "Reply to messages from your organization differently" or similar text (the exact wording changes with Outlook updates). Check that box to add a second message field for people outside your organization.

Click Save when you're finished. Your autoresponder is now active.

What happens when someone emails you with autoresponder on

When a person sends you an email while your autoresponder is active, they receive your automatic reply within a few minutes. If the same person emails you again during your absence, they do not get another reply — Outlook sends the autoresponder message only once per person, even if they send multiple emails.

This prevents your inbox from creating a back-and-forth loop where someone gets bombarded with your replies. The person knows you're away after the first message, so a second one would be annoying.

Turning off your autoresponder early

If you return before your end date, you don't have to wait for the autoresponder to shut off on its own. Open the Automatic Replies window the same way you opened it to set it up (File > Info > Automatic Replies on desktop, or Mail Settings > Mail > Automatic Replies on the web). Uncheck the box next to "Send automatic replies" and click OK. It stops when ready.

You can also edit the end date and time if you know you're coming back earlier or later than you originally planned. Just open the window again, change the "End time" field, and click OK.

Common mistakes to avoid

The most common mistake is forgetting to turn off the autoresponder when you return. If you set an end date and time, Outlook handles this for you automatically. But if you manually turn it on without setting an end date, you have to remember to turn it off yourself, or people will keep getting your out-of-office message weeks later.

Another mistake is not including enough information in your message. If someone needs to reach you urgently, give them a phone number or the name and email of someone else who can help. A message that just says "I'm out" leaves people stuck.

On desktop Outlook, make sure you're in the right tab (Inside My Organization or Outside My Organization) before you type your message. It's straightforward to write a message in one tab, think you're done, and not realize the other tab is still blank.

Autoresponder vs. rules and filters

An autoresponder is different from an email rule or filter. A rule moves incoming emails to a folder or marks them as read automatically. An autoresponder sends a message back to the sender. You can use both at the same time — for example, you might set up an autoresponder to tell people you're away, and also create a rule that moves their emails into a folder so you can deal with them all at once when you return.

If you want to automatically sort your email while you're away, set up rules first, then turn on the autoresponder. The two features work together without interfering with each other.

Frequently Asked Questions

Does the autoresponder send to spam or junk emails?

No. Outlook does not send autoresponder messages to emails it has already marked as spam or junk. This prevents your autoresponder from replying to scam emails or phishing attempts. Only emails that land in your inbox or other legitimate folders trigger the autoresponder.

Can I send different messages to different people?

You can send different messages to people inside your organization versus people outside it, but you cannot send different messages to specific individuals. If you need to tell one person something different, you'll have to email them directly before you leave or after you return.

What if I don't set an end date?

If you turn on the autoresponder without setting an end date, it stays on until you manually turn it off. This is risky because you might forget. It's safer to always set an end date and time, so Outlook turns it off automatically when you return.

Will the autoresponder work if my computer is off?

Yes. The autoresponder runs on Outlook's servers, not on your computer. Even if your computer is shut down, emails that arrive will still get your automatic reply. This is true for both desktop Outlook and Outlook.com.

Can I test the autoresponder before I leave?

You can turn on the autoresponder and send yourself a test email from another account to see what your message looks like. Just remember to turn the autoresponder off again before you actually leave, or you'll be getting your own replies while you're trying to test it.