Set your out of office message before you leave
An out of office message tells people who email you that you are away and when you will respond. In Outlook on the web, you reach this setting through the gear icon in the top right corner, then select "View all Outlook settings," then "Mail," then "Automatic replies." In Outlook desktop (the program you install on your computer), go to the "File" menu, select "Info," then "Automatic Replies." You can turn it on for a specific date range or leave it on indefinitely until you turn it off manually.
The message itself should be brief — one or two sentences. Tell people you are away, when you will return, and whether they should contact someone else for urgent matters. If you work for an organization, include a colleague's name and email address. If you work alone, you might write "I will respond when I return" without naming anyone. Do not include personal details like your home address or phone number in an out of office message, since it goes to everyone who emails you, including people you do not know.
Key Takeaways
- In Outlook on the web, turn on automatic replies through Settings > Mail > Automatic replies; in desktop Outlook, use File > Info > Automatic Replies.
- Set a date range for when the message will send, or turn it on manually and remember to turn it off when you return.
- Keep your message short and include only your return date and a colleague's contact information if applicable.
- Do not include your phone number, home address, or other personal details in an out of office message.
- You can set different messages for people inside your organization and people outside it if your email system supports it.
Outlook on the web versus desktop Outlook
Outlook on the web is the version you access through a browser at outlook.office.com or through your organization's email portal. Outlook desktop is the program you read and install on your computer. Both have automatic reply features, but the steps are slightly different. On the web, the setting is always in the same place: the gear icon, then "View all Outlook settings." On desktop, it is under "File" at the top left of the window.
If you use Outlook on the web and your organization uses Microsoft Exchange, you may also see an option to set different messages for internal recipients (people in your organization) and external recipients (everyone else). This is useful if you want to give colleagues more detail or a direct phone number while keeping your message to outsiders more generic. Desktop Outlook has this option too, but it depends on your organization's setup.
Setting a date range so the message turns off automatically
When you turn on automatic replies, you will see fields for "Start time" and "End time." If you fill in both, Outlook will send your out of office message only during those dates and times, then stop automatically. This is the safest approach because you cannot forget to turn it off. Set the start time to the day you leave and the end time to the day you return (or the morning after, depending on when you plan to check email).
If you do not set an end time, the message will keep sending until you manually turn it off. This is useful if you are not sure when you will return, but it means you have to remember to go back into settings and disable it. Many people forget and their out of office message keeps going for weeks after they return, which looks unprofessional and confuses people trying to reach them.
What to write in your out of office message
A good out of office message has three parts: a statement that you are away, your return date, and what the sender should do if they need an when ready response. Here is an example: "I am out of the office until March 15 and will respond to your email when I return. For urgent matters, please contact Sarah Chen at s.chen@company.com." That is clear, brief, and gives people an alternative if they cannot wait.
If you work in a role where urgent matters are rare, you can simplify it: "I am out of the office until March 15. I will respond to your email when I return." If you work alone or do not have a colleague to refer people to, do not make up a contact or leave the urgent section blank. Just tell people when you will be back. Do not apologize for being away or explain why you are gone. Do not include your phone number unless your job requires it and you are comfortable giving it to strangers.
Turning off your out of office message when you return
If you set a date range, Outlook will turn off the message automatically and you do not need to do anything. If you did not set an end date, you must go back into automatic replies and turn it off manually. In Outlook on the web, go to Settings > Mail > Automatic replies and toggle it off. In desktop Outlook, go to File > Info > Automatic Replies and click "Do not send automatic replies."
Check your sent folder or ask a colleague to send you a test email to confirm the message has stopped. This takes 30 seconds and prevents the embarrassment of having your out of office message go out for weeks after you return. If you use multiple email accounts, make sure you turn off the message in each one.
Out of office messages and email security
An out of office message tells senders you are away and when you will return. Scammers sometimes use this information to target you — they know you are not monitoring your email closely and may be more likely to click a suspicious link when you return and are rushing through a backlog. For this reason, do not include specific details like "I am at a conference in Denver" or "I am on vacation in Mexico." Stick to "I am out of the office until [date]."
Do not use your out of office message to advertise that your home is empty or that you are traveling. Keep it professional and vague. If you work in a field where your absence might be exploited (finance, human resources, management), consider whether you need to set an out of office message at all, or whether a straightforward "I am away and will respond when I return" is safer than giving a specific date.
What happens to emails while your out of office message is on
Your out of office message does not stop emails from arriving in your inbox. It only sends a reply to the sender. All emails still come through normally, and you can read them when you return. The message does not filter, delete, or organize incoming mail — it just lets people know you are not there.
If you want emails to be organized while you are away, you can set up rules in Outlook to move certain messages to folders automatically. This is separate from the out of office message. For example, you might create a rule that moves newsletters to a folder so they do not clutter your inbox when you return. But the out of office message itself does nothing to your incoming mail.
Frequently Asked Questions
Will my out of office message send to everyone, including people I do not know?
Yes, unless your organization allows you to set different messages for internal and external recipients. Your out of office message goes to anyone who sends you an email, including strangers, mailing lists, and automated systems. This is why you should not include personal information like your phone number or home address. Keep it professional and brief.
Can I set an out of office message on my phone?
Yes, if you use the Outlook mobile app. Open the app, tap the menu icon (three horizontal lines), go to Settings, select your email account, and look for "Automatic replies" or "Out of office." The steps vary slightly depending on whether you use iPhone or Android, but the setting is in the same general area. Desktop or web Outlook is usually easier for this task.
What if I return early and forget to turn off my out of office message?
Your message will keep sending to everyone who emails you until you manually turn it off. Ask a colleague to send you a test email so you notice it is still on. Then go back into Outlook settings and disable automatic replies. If you set an end date when you first turned it on, this would not happen — the message would stop automatically.
Can I send different out of office messages to different people?
If your organization uses Microsoft Exchange, Outlook may let you set one message for people inside your organization and a different one for people outside it. This option appears in both web and desktop Outlook, but availability depends on your organization's setup. Check your automatic replies settings to see if you have this option.
Does my out of office message affect my spam folder?
No. Your out of office message sends to all incoming emails, including ones that land in spam. It does not change how Outlook filters or sorts mail. If you want to manage spam while you are away, that is a separate task involving spam rules, not the out of office message.