Outlook Out of Office Message: How to Set Up Automatic Replies

Outlook calls its out-of-office message Automatic replies. Where you switch it on depends on your Outlook — the new Outlook for Windows, classic Outlook, or Outlook.com and Outlook on the web. Here are Microsoft’s steps for each, and what to do if the option is missing.

New Outlook for Windows

1. On the View tab, select View settings.
2. Go to Accounts → Automatic Replies.
3. Turn on the Automatic replies toggle and write your message.
4. To set dates, select Send replies only during a time period and enter the start and end times.
5. Optional: select Send replies only to contacts.
6. Select Save.

Outlook.com and Outlook on the web

1. Select Settings (the gear, top right) → Accounts → Automatic replies.
2. Turn on the Turn on automatic replies toggle.
3. Optional: tick Send replies only during a time period and enter the start and end times. Without one, replies stay on until you turn them off.
4. Optional calendar extras: Block my calendar for this period, Automatically decline new invitations for events that occur during this period, and Decline and cancel my meetings during this period.
5. Type your message in the box at the bottom.
6. To reply to people outside your organization too, tick Send replies outside your organization.
7. Select Save.

To turn it off: Settings → Accounts → Automatic replies, then switch the toggle off.

Classic Outlook for Windows

1. Select File → Automatic Replies.
2. Select Send automatic replies.
3. Optional: set a date range. Replies stop at the end time; without one, you turn them off yourself.
4. Work or school account? Write a message on the Inside My Organization tab, the Outside My Organization tab, or both.
5. Select OK.

While replies are on, a message appears under the ribbon — select Turn off there to stop them.

Who gets the reply

• Once per person. Microsoft says Automatic replies sends your message once to each person who emails you while you’re away.
• Outside your organization: replying to everyone outside means every incoming email gets an answer — newsletters, ads and possibly junk. Microsoft recommends replying to your contacts only.

No Automatic Replies option?

Microsoft says Automatic replies isn’t supported for Gmail, Yahoo or other POP or IMAP accounts added to Outlook. Two ways round it:

• Use the provider’s own auto-reply — for a Gmail address, that’s Gmail’s vacation responder, which keeps working even when your computer is off.
• Use a reply rule in Outlook — Microsoft describes a rule-based workaround, but Outlook must stay running while you’re away for it to work. See Outlook rules for how rules work.

Also handy: recall or undo send in Outlook.