How to set up an out-of-office reply in Outlook

Outlook calls it Automatic replies. Once it’s on, anyone who emails you gets your message automatically, even when your computer is off. Schedule it before you leave and it turns itself off when you’re back.

New Outlook for Windows and Outlook on the web

1. Select Settings (the gear icon), or go to View > View settings in new Outlook.
2. Choose Accounts, then Automatic replies.
3. Turn on Automatic replies.
4. Check Send replies only during a time period and set your start and end times.
5. Type your message, then select Save.

To send a reply to people outside the company too, check Send replies outside your organization and add a message for them.

Classic Outlook for Windows

1. Select File, then Automatic Replies.
2. Choose Send automatic replies.
3. Check Only send during this time range and set your dates.
4. Write your message on the Inside My Organization tab, and on Outside My Organization if you want outside senders to get one.
5. Select OK.

Outlook for Mac

1. Go to Tools, then Automatic Replies.
2. Turn on Send automatic replies, set your dates, and write your message.
3. Select Save or OK.

Outlook on iPhone or Android

1. Tap your profile picture, then the Settings gear.
2. Tap your work account, then Automatic Replies.
3. Turn it on, set your dates and message, and save.

A message that works

Keep it short and give people another way to get help:

Thanks for your email. I’m out of the office through Friday, May 8, with limited access to email. For anything urgent, please contact Jordan Lee at [email protected] or (555) 555-0100. I’ll reply when I’m back.

For people outside the company, leave out personal details like where you are, and name a shared address or coworker instead of your own phone number.

Turning it off

If you set a time period, it turns off on its own. To stop it early, go back to Automatic replies and turn it off. In classic Outlook you can also select Turn off on the yellow bar under the ribbon.

Going on extended leave and need your email forwarded or watched? Matter of Technology clients can submit a request and we’ll set it up.