Use automatic replies to tell people you won't be responding right away to their email messages. Automatic replies are sent once to each sender.
Via the web (outlook.office.com)
- At the top right of the page, select Settings (gear icon) > View all Outlook settings > Mail > Automatic replies.
- Select the Turn on automatic replies toggle.
- Optional: Select the Send replies only during a time period check box, and then enter a start date and time, along with an end date and time.
- NOTE: If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.
- If you set a time frame, you then have additional options:
- Block my calendar for this period
- Automatically decline new invitations...
- Decline and cancel my meetings... - In the box at the bottom of the window, type a message to send to people during the time you're away.
- Optional, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.
- If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization. You can include a different message in the box provided.
- When you're done, select Save at the bottom of the window.
In the Outlook application:
- From the File menu, choose Automatic Replies.
- Select the Send automatic replies radio button.
- Select the Only Send replies only during this time range, and then enter a start date and time, along with an end date and time.
- NOTE: If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Do not send automatic replies at the top of this window.
- In the box at the bottom of the window, type a message to send to people during the time you're away.
- Optional, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.
- If you want senders outside your organization to get automatic replies, select that Outside My Organization tab and select the check box for Auto-reply to people outside my organization.
- When you're done, select OK at the bottom of the window.
In the Outlook app on your phone:
- To set up out of the office replies, tap Settings (gear icon), tap your account, tap Automatic Replies, and then toggle the switch on.
- Optional: Select the Reply during a time period check box, and then enter a start date and time, along with an end date and time.
- NOTE: If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.
- If you set a time frame, you then have additional options:
- Block my calendar for this period
- Automatically decline new invitations...
- Decline and cancel my meetings... - In the box at the bottom of the window, type a message to send to people during the time you're away.
- Optional, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.
- If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization. You can include a different message in the box provided.
- When you're done, select Save at the top of the window.
- When you are done, tap the checkmark at top right to save your automatic reply.
March 2023