What an away message does and how to turn it on
An away message in Outlook tells people who email you that you are not available and when you might respond. When someone sends you an email, they see your message instead of silence, so they know whether to expect a reply tomorrow or next week. Outlook calls this feature "Out of Office" and it takes about one minute to set up.
The away message appears automatically to anyone who emails you — you do not have to send it manually to each person. You can set it to turn on and off at specific dates and times, so it activates when you leave and stops when you return without you having to remember to turn it off.
The message you write can be as straightforward as "I am out of the office until Monday" or more detailed, like telling people who to contact if they need something urgent. You can also set different messages for people inside your organization and people outside it.
Key Takeaways
- Open Outlook, go to the Home tab, and click "Automatic Replies" to start setting up your away message.
- Choose the dates and times your away message should be active, and Outlook will turn it on and off automatically.
- Write a message that tells people when you will be back and who to contact if they need something urgent.
- You can set one message for people in your organization and a different one for people outside it.
How to set up an away message in Outlook on the web
If you use Outlook in a web browser, the away message is in a different place than the desktop version. Sign in to your Outlook account, then look for the gear icon in the top right corner and click it. A menu will drop down — click "View all Outlook settings."
In the settings window, click "Mail" on the left side, then scroll down until you see "Automatic replies." Click that option. A section will open where you can turn on the automatic replies toggle, write your message, and set the dates it should be active.
Type your away message in the text box. Keep it short — one or two sentences is enough. If you want different messages for people inside and outside your organization, check the box that says "Send replies only to my contacts" or look for an option to set internal and external messages separately, depending on your version.
How to set up an away message in Outlook on your computer
Open Outlook on your desktop or laptop. At the top of the window, click the "Home" tab. Look for a button labeled "Automatic Replies" — it is usually in the middle section of the ribbon. Click it.
A window will open with the title "Out of Office Assistant" or "Automatic Replies." Check the box next to "Send automatic replies" to turn the feature on. Below that, you will see a text box where you type your message.
Set the dates and times your message should be active. Click in the "Start time" field and enter the date and time you leave. Click in the "End time" field and enter when you return. If you do not set an end time, you will have to turn off the message manually when you get back.
If you want to send different messages to people inside your organization and people outside it, look for a tab or section labeled "Inside My Organization" and "Outside My Organization." Write a message in each box, then click "OK" to save.
What to write in your away message
Your away message should answer two questions: when will you be back, and who should people contact if they need something urgent. A straightforward message like "I am out of the office until Friday, January 17. I will respond to your email when I return" works well for most situations.
If your job involves urgent requests, add a line telling people who to contact instead. For example: "For urgent matters, please contact Sarah Chen at sarah.chen@company.com." This keeps work moving while you are away.
For messages to people outside your organization, you might want to be less specific about when you return. "I am out of the office with limited email access and will respond when I return" tells external contacts you are away without giving them exact dates.
Common mistakes to avoid
The most common mistake is forgetting to turn off your away message when you return. If you set an end date and time, Outlook will turn it off automatically. If you do not set an end time, you will need to go back into Automatic Replies and uncheck the "Send automatic replies" box yourself.
Another mistake is setting the wrong time zone. If you travel to a different time zone, the dates and times you entered might not match when you actually leave or return. Check your time zone settings before you set your away message.
Do not include sensitive information in your away message — no home address, phone number, or details about why you are away. Keep it professional and brief.
What happens to emails while your away message is on
Emails still arrive in your inbox normally. Your away message does not stop or delay emails — it just sends a reply to the sender letting them know you are not available. When you return and turn off the away message, you will see all the emails that came in while you were gone.
Each person who emails you will see your away message once per conversation. If someone sends you three emails in one day, they will see your away message on the first one, but not on the second and third. This keeps people from getting flooded with repeated automatic replies.
Frequently Asked Questions
Can I set different away messages for different people?
Outlook does not let you send different messages to specific people. You can only set one message for people inside your organization and one for people outside it. If you need to send custom messages to certain people, you would have to do that manually before you leave.
What if I forget to turn off my away message when I get back?
If you set an end date and time, Outlook turns it off automatically. If you did not set an end time, go back to Automatic Replies and uncheck "Send automatic replies." Your away message will stop when ready.
Do people outside my organization see the same message as people inside?
Only if you write the same message in both fields. Outlook lets you set separate messages for internal and external contacts. If you only write one message, everyone sees it.
Can I send an away message to just one person?
No. Automatic replies go to everyone who emails you. If you want to send a message to one person, you have to reply to their email manually.
Does my away message send to spam or promotional emails?
Outlook does not send away messages to automated emails or mailing lists, only to real people who send you messages. This prevents your away message from bouncing back to marketing emails or system notifications.