Create an Out of Office Reply in Outlook

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)

  1. At the top right of the page, select Settings (gear icon) > View all Outlook settings > Mail > Automatic replies.
  2. Select the Turn on automatic replies toggle.
    1. 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.
  3. 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.
  4. 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...
  5. In the box at the bottom of the window, type a message to send to people during the time you're away.
  6. 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.
  7. 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.
  8. When you're done, select Save at the bottom of the window.

In the Outlook application:

  1. From the File menu, choose Automatic Replies.
  2. Select the Send automatic replies radio button.
  3. 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.
  4. 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.
  5. In the box at the bottom of the window, type a message to send to people during the time you're away.
    1. 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.
  6. 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.
  7. When you're done, select OK at the bottom of the window.


In the Outlook app on your phone:

  1. To set up out of the office replies, tap Settings (gear icon), tap your account, tap Automatic Replies, and then toggle the switch on.
    1. 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.
  2. 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.
  3. 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...
  4. In the box at the bottom of the window, type a message to send to people during the time you're away.
    1. 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.
  5. 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.
  6. When you're done, select Save at the top of the window.
  7. When you are done, tap the checkmark at top right to save your automatic reply.

March 2023