What an automatic reply does and when to use it
An automatic reply is a message Outlook sends on your behalf when someone emails you. You write it once, set the dates it should run, and Outlook sends the same message to everyone who contacts you during that time — without you having to respond to each person individually.
The most common use is when you are away from work. Instead of your inbox filling up with unanswered messages, people know when ready that you are not available and when you will return. You can also use automatic replies for other situations: when you are swamped with work, when you have changed roles and want to direct people to someone else, or when you are on parental leave.
Outlook calls this feature "Out of Office" on the web and "Automatic Replies" in the desktop version, but they do the same thing. The message goes to everyone except people already in your contacts — Outlook assumes you know how to reach your regular colleagues.
Key Takeaways
- Automatic replies work differently in Outlook on the web versus the desktop app, so the steps depend on which version you use.
- You can set a start and end date so the reply turns off automatically without you having to remember to disable it.
- The message goes to external senders and people not in your contacts, but not to your regular colleagues in your organization.
- Once you turn on automatic replies, you can still read and send emails normally — the reply runs in the background.
Setting up automatic replies in Outlook on the web
Open Outlook in your web browser and sign in. Look for the gear icon in the top right corner of the screen and click it. A menu will appear — select "View all Outlook settings" at the bottom of that menu.
In the settings window, click "Mail" in the left sidebar, then find and click "Automatic replies." You will see a toggle switch at the top that says "Turn on automatic replies." Click it to turn the feature on.
A text box will appear where you write your message. Keep it short — something like "I am out of the office until January 15 and will respond to your email when I return." Below that, you will see fields for "Start time" and "End time." Click each one and enter the dates and times you want the reply to run. When you are done, click "Save" at the bottom of the page.
Setting up automatic replies in Outlook desktop
Open Outlook on your computer. At the top of the window, click the "File" menu. In the menu that opens, look for "Automatic Replies" — it may be labeled "Out of Office" depending on your version of Outlook. Click it.
A dialog box will open. Check the box that says "Send automatic replies." Below that, you will see a text field where you type your message. Write what you want people to see — for example, "I am traveling and will return on February 10. I will respond to your message then."
Look for the "Start time" and "End time" fields. Click each one and set the dates and times you want the reply to run. Some versions of Outlook let you set different messages for people inside your organization and people outside it — if you see that option, you can use it to send a shorter message to colleagues. When everything is set, click "OK."
What happens after you turn on automatic replies
Once automatic replies are on, Outlook sends your message to anyone who emails you during the dates you set. Each person receives the message only once, even if they send you multiple emails — Outlook does not spam them with repeated replies.
You can still read your emails normally and send messages yourself. The automatic reply runs in the background. You do not have to do anything else while it is active.
When the end date and time arrive, Outlook turns off automatic replies automatically. You do not have to remember to disable it. If you need to turn it off before the end date, you can go back to the same settings and toggle it off manually.
Turning off automatic replies early
If your plans change and you need to turn off automatic replies before the end date, the process is the same as turning it on. In Outlook on the web, go back to Settings > Mail > Automatic replies and click the toggle to turn it off. In the desktop app, go to File > Automatic Replies and uncheck the box that says "Send automatic replies."
Your inbox will not be affected — all your emails stay there, and you will stop sending the automatic message when ready.
Common mistakes to avoid
The most common mistake is forgetting to set an end date. If you turn on automatic replies and do not set when they should stop, they will keep running indefinitely. Always fill in both the start and end times, even if you think you will remember to turn them off manually.
Another mistake is writing a message that is too long. People are reading your reply on their phone or in a crowded inbox — keep it to two or three sentences. Include only the dates you are away and when you will respond, or who to contact if it is urgent.
Do not use automatic replies for every situation. If you are just busy for a few days, a message in your email signature is usually better. Automatic replies work best when you are actually unavailable — traveling, on leave, or out sick.
Frequently Asked Questions
Will my automatic reply go to everyone who emails me?
No. In Outlook on the web, the reply goes to external senders and people not in your contacts. In the desktop app, it typically goes to everyone unless your organization has set different rules. If you want to send different messages to colleagues versus external people, the desktop version lets you set that up in the Automatic Replies dialog.
What if I need to turn off automatic replies before the end date?
Go back to the same settings where you turned them on and toggle them off. The process takes 30 seconds. Your emails will not be deleted, and you will stop sending the automatic message when ready.
Can I set different messages for different people?
In Outlook on the web, you get one message for everyone. In the desktop app, you can usually set one message for people inside your organization and a different one for external senders. Look for the option in the Automatic Replies dialog — not all versions have it.
Do automatic replies count against my email storage?
No. Automatic replies are a feature of your email account, not stored messages. They do not take up space in your mailbox.
What if someone emails me while automatic replies are on — will I still see their message?
Yes. Automatic replies only send a message back to them. All their emails arrive in your inbox normally, and you can read and respond to them whenever you want.