How to Set Up Automatic Replies (Out of Office) in Microsoft Outlook

Category: Microsoft 365
Applies to: Windows 10/11, macOS, Outlook on the Web, iPhone, iPad, and Android
Difficulty: Beginner
Estimated Time: 2–5 minutes

Overview

Microsoft Outlook allows you to automatically respond to incoming emails when you are away from the office, on vacation, or temporarily unavailable. This feature is commonly referred to as Automatic Replies or Out of Office. This guide explains how to enable, customize, schedule, and disable automatic replies using Microsoft Outlook.

Before You Begin:
– Make sure you have access to your Microsoft 365 work email account.
– Make sure your device is connected to the internet.
– Determine the dates and times you will be unavailable.
– Consider including an alternate contact for urgent requests.

Note: Automatic replies can be configured to start and stop automatically, so you do not need to remember to turn them off when you return.

Windows — Set Up Automatic Replies

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Windows computer.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Determine whether you are using New Outlook or Classic Outlook.

Note: The steps for enabling automatic replies vary depending on which version of Outlook you are using.

Step 2: Enable Automatic Replies

New Outlook:

  1. Open Microsoft Outlook.
  2. Click the Settings gear icon.
  3. Navigate to Accounts → Automatic Replies.
  4. Select your work email account if prompted.
  5. Turn on Automatic Replies.

Classic Outlook:

  1. Open Microsoft Outlook.
  2. Click File in the upper-left corner.
  3. Select Automatic Replies (Out of Office).
  4. Select Send automatic replies.

Step 3: Schedule Your Automatic Replies

  1. Enable Send replies only during a time period or Only send during this time range, depending on your Outlook version.
  2. Select the date and time you want your automatic replies to begin.
  3. Select the date and time you want your automatic replies to end.
  4. Verify that the selected dates and times are correct.

Note: If you do not schedule an end time, automatic replies may remain active until you manually disable them.

Step 4: Create Your Automatic Reply Message

  1. Locate the message box for automatic replies.
  2. Enter the message you want people to receive while you are unavailable.
  3. If available, configure separate messages for people inside and outside your organization.
  4. Review your message for accuracy.
  5. Click Save in New Outlook or OK in Classic Outlook.

Example Automatic Reply:
Thank you for your email. I am currently out of the office and will return on [Return Date]. During this time, I may have limited access to email. If your request requires immediate assistance, please contact [Alternate Contact] at [Email Address or Phone Number]. Otherwise, I will respond to your message as soon as possible upon my return. Thank you for your understanding.

Important: Avoid including sensitive personal information, confidential business details, or unnecessary travel information in automatic replies.

Mac — Set Up Automatic Replies

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Mac.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Locate the menu bar at the top of your screen.

Step 2: Enable Automatic Replies

  1. Click Tools in the menu bar.
  2. Select Automatic Replies.
  3. Turn on Send Automatic Replies.
  4. Enter the message you would like people to receive while you are unavailable.

Step 3: Schedule and Save Your Replies

  1. Enable the option to send automatic replies during a specified time period, if desired.
  2. Select your start and end dates and times.
  3. Configure an optional reply for people outside your organization.
  4. Review your message.
  5. Save your changes.

Note: If you do not specify an end date, remember to disable automatic replies when you return.

Outlook on the Web — Set Up Automatic Replies

Step 1: Access Outlook

  1. Open your preferred web browser.
  2. Visit https://outlook.office.com.
  3. Sign in using your Microsoft 365 work email address and password.
  4. Complete any required Microsoft Authenticator verification.

Step 2: Enable Automatic Replies

  1. Click the Settings gear icon in the upper-right corner.
  2. Navigate to Accounts → Automatic Replies.
  3. Turn on Automatic Replies.

Step 3: Configure Your Automatic Reply

  1. Enable Send replies only during a time period if you want to schedule your absence.
  2. Select your start and end dates and times.
  3. Enter the message you want to send to people inside your organization.
  4. If desired, enable automatic replies for people outside your organization.
  5. Enter your external automatic reply message.
  6. Click Save.

Note: When configuring external automatic replies, you may be able to limit responses to people in your contacts. This can help prevent unnecessary responses to unknown senders.

iPhone or iPad — Set Up Automatic Replies

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your iPhone or iPad.
  2. Make sure you are signed into your Microsoft 365 work email account.
  3. Tap your profile icon in the upper-left corner.

Step 2: Enable Automatic Replies

  1. Tap the Settings gear icon.
  2. Select your Microsoft 365 work email account.
  3. Tap Automatic Replies.
  4. Turn on Automatic Replies.

Step 3: Customize Your Automatic Reply

  1. Enter the message you want people to receive while you are away.
  2. If desired, enable the option to send replies during a specific time period.
  3. Select your start and end dates and times.
  4. Choose whether to reply to everyone or only people within your organization.
  5. If available, enter a separate message for external senders.
  6. Tap Save to apply your changes.

Note: The appearance of certain settings may vary depending on your Outlook application version.

Android — Set Up Automatic Replies

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your Android device.
  2. Make sure you are signed into your Microsoft 365 work email account.
  3. Tap your profile icon in the upper-left corner.

Step 2: Enable Automatic Replies

  1. Tap the Settings gear icon.
  2. Select your Microsoft 365 work email account.
  3. Tap Automatic Replies.
  4. Turn on Automatic Replies.

Step 3: Customize Your Automatic Reply

  1. Enter the message you want senders to receive.
  2. Enable the option to schedule automatic replies if desired.
  3. Select the dates and times you will be unavailable.
  4. Choose whether to send replies to everyone or only people within your organization.
  5. Configure an optional message for external senders.
  6. Tap Save.

Note: The steps and appearance of menus may vary slightly depending on your Android device and Outlook version.

How to Turn Off Automatic Replies

If you return earlier than expected or no longer need your automatic replies, you can disable them at any time.

Windows (New Outlook) or Outlook on the Web:

  1. Open Outlook.
  2. Navigate to Settings → Accounts → Automatic Replies.
  3. Turn off Automatic Replies.
  4. Click Save.

Windows (Classic Outlook):

  1. Open Outlook.
  2. Select File → Automatic Replies.
  3. Select Do not send automatic replies.
  4. Click OK.

Mac:

  1. Open Outlook.
  2. Select Tools → Automatic Replies.
  3. Turn off Send Automatic Replies.

iPhone, iPad, or Android:

  1. Open the Outlook application.
  2. Navigate to Settings.
  3. Select your work email account.
  4. Tap Automatic Replies.
  5. Turn off the feature and save your changes.

Note: If you previously scheduled an end date and time, your automatic replies should automatically stop when that period ends.

Troubleshooting

I Cannot Find the Automatic Replies Option

If you cannot locate the Automatic Replies option:

  1. Verify that you are signed into your Microsoft 365 work account.
  2. Make sure you are following the steps for your version of Outlook.
  3. Try signing into https://outlook.office.com.
  4. Check whether the Automatic Replies option is available in Outlook on the Web.

If the option is still unavailable, contact True Synergy Networks.

My Automatic Replies Are Not Working

If people are not receiving your automatic replies:

  1. Verify that Automatic Replies is enabled.
  2. Check that the scheduled start and end dates are correct.
  3. Confirm that your automatic reply message has been saved.
  4. Check whether replies are enabled for external senders if testing from outside your organization.

Note: Outlook generally sends an automatic reply once per sender during an automatic reply period. Sending multiple emails from the same address may not trigger additional responses.

People Outside My Organization Are Not Receiving Replies

If external senders are not receiving your automatic replies:

  1. Open your Automatic Replies settings.
  2. Locate the option for people outside your organization.
  3. Make sure external automatic replies are enabled.
  4. Confirm that an external reply message has been entered.
  5. Check whether replies are restricted to your contacts.
  6. Save your changes.

If the issue continues, contact True Synergy Networks.

Additional Information

  • Automatic replies do not prevent new emails from arriving in your Inbox.
  • Scheduled automatic replies can continue working even when your computer or mobile device is turned off.
  • You can configure different messages for coworkers and external contacts.
  • Automatic replies are separate from your Microsoft Teams availability status.
  • Some Outlook versions allow you to block your calendar or decline meeting invitations while you are away.

Security Reminder: Avoid sharing sensitive business information, personal travel details, or confidential contact information in automatic replies. Only include information appropriate for people inside or outside your organization. If you are unsure what information is safe to share, contact True Synergy Networks for guidance.