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Setting Your Outlook Auto Reply (Out of Office)

Going away? Set an automatic reply so people know you’re out and when you'll return.

You'll find instructions for:

  • Outlook (Windows – Classic & New)

  • Outlook for Mac

  • Outlook on the Web (OWA)

  • Outlook Mobile (iOS & Android)

Outlook for Windows

Classic & New Outlook

  1. Open Outlook.

  2. Click File (in Classic) or Settings (gear) → Accounts (in New Outlook).

  3. Select Automatic Replies.

  4. Toggle Turn on automatic replies.

  5. (Optional) Check Send replies only during this time period, then set the dates.

  6. Type your message for Inside my organization and optionally for Outside my organization.

  7. Click Save or OK.

Notes:

  • In New Outlook, access is via Settings → Accounts → Automatic Replies

Outlook for Mac

  1. Open Outlook for Mac.

  2. Go to Tools → Automatic Replies

  3. Check Send automatic replies for account "you@company".

  4. (Optional) Set time period for the replies.

  5. Write your message for internal senders, and optionally for external.

  6. Click OK to save.

Outlook on the Web (OWA)

  1. Sign in at outlook.office.com.

  2. Click the Settings (gear) in the top-right.

  3. Click Mail (or View all Outlook settings), then go to Account → Automatic replies :contentReference[oaicite:4]{index=4}.

  4. Toggle Turn on automatic replies.

  5. (Optional) Set date range.

  6. Enter your internal and external messages.

  7. Click Save.

Outlook Mobile (iOS & Android)

  1. Open the Outlook mobile app

  2. Tap your profile icon (top-left), then tap Settings (gear) :contentReference[oaicite:5]{index=5}.

  3. Select your email account, then tap Automatic Replies.

  4. Toggle Automatic Replies on.

  5. (Optional) Set time range.

  6. Enter message(s) and tap Save or the checkmark.

Notes

  • Replies only send once per sender, not repeatedly.

  • If you set a date range, replies stop automatically.

  • Changes apply across all platforms—setting it anywhere works everywhere.

  • For external replies, you can choose to send only to internal recipients or include external contacts.

Quick Template 

Hello,

I’m out of the office until [Return Date] with limited access to email. I'll reply when I’m back.

For urgent matters, contact [Colleague Name] at [Email].

Thank you.

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