Send automatic replies (out of office) from Outlook (2024)

Use automatic (Out of Office) replies from Outlookto tell people you won't be responding right away to their email messages.

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Or, select a tab option below forthe version of Outlook you're using.
What version of Outlook do I have?

New OutlookClassic OutlookWeb

Note:If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select the Classic Outlook tab and follow those steps instead.

  1. On the View tab, selectView settings.

  2. SelectAccounts>Automatic Replies.

  3. Select the Turn on automatic replies toggle.

  4. Select Send replies only during a time period, and then enterstart and end times.

  5. Under Send automatic replies inside your organization, enter the message to send while you're away. (You can use the formatting options for text alignment, color, and emphasis.)

    To set up automatic replies to other people, selectSend replies outside your organization, then add a separate message for that audience.

  6. When you're done, select Save.

Determine email account type

There are two ways to send automatic out-of-office replies. The way you do it depends on the type of email account you have.

SelectFile on the left end of the ribbon:

Send automatic replies (out of office) from Outlook (1)

... then select the image below that matches your version of Outlook:

If you see the Automatic Replies button, follow the steps below.

If you don't see the Automatic Replies button, follow the steps to use rules to send an out of office message.

How to set up an automatic reply

  1. Select File > Automatic Replies.

    Send automatic replies (out of office) from Outlook (4)

  2. In the Automatic Replies box, select Send automatic replies.

    Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you'll need to turn off automatic replies manually.

    Note:If you don't see Automatic Replies, use Rules and Alerts to set up your out-of-office message.

  3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    Send automatic replies (out of office) from Outlook (5)

    Note:Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisem*nts, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

  4. Select OK to save your settings.

Turn off automatic out-of-office replies

When Outlook is setup to send automatic replies, you'll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

Send automatic replies (out of office) from Outlook (6)

Update your Automatic Replies on the Outlook mobile app

You can update your Automatic Replies from Outlook for iOS or Outlook for Android. You can learn tips for Outlook for iOS and Android and manage your Automatic Replies on the go.

Troubleshooting: I don't see Automatic Replies

If you don't see Automatic Replies after selecting File, you're probably using a Gmail, Yahoo, or other POP or IMAP account that doesn't support the Outlook Automatic Replies feature. You can set up a rule that will reply to incoming messages—if you leave Outlook running while you're away. For more information, see use rules to send an out of office message.

  1. At the top of the page, select Settings > Mail > Automatic replies.

  2. Select the Turn on automatic replies toggle.

  3. Select the Send replies only during a time period check box, and then enter a start and end time.

    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. Select the check box for any of the following options that you're interested in:

    • Block my calendar for this period

    • Automatically decline new invitations for events that occur during this period

    • Decline and cancel my meetings during this period

  5. In the box at the bottom of the window, type a message to send to people during the time you're away.

    If you like, 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 the check box for Send replies outside your organization.

  7. When you're done, select Save at the top of the window.

If you didn't set a time period for automatic replies (step 4 earlier), you'll need to turn them off manually. To turn off automatic replies, sign in to Outlook, choose Settings Send automatic replies (out of office) from Outlook (8) > Mail > Automatic replies and then select the Automatic replies on toggle.

Related articles

Send automatic out of office replies from Outlook for Mac

Enable automatic out of office replies from Outlook for Android or Outlook for iOS

Use rules to send an out of office message

Send automatic replies (out of office) from Outlook (2024)

FAQs

Send automatic replies (out of office) from Outlook? ›

Select Accounts > Automatic Replies. Select the Turn on automatic replies toggle. Select Send replies only during a time period, and then enter start and end times. Under Send automatic replies inside your organization, enter the message to send while you're away.

How to set auto reply in Outlook for out of office? ›

Select Accounts > Automatic Replies. Select the Turn on automatic replies toggle. Select Send replies only during a time period, and then enter start and end times. Under Send automatic replies inside your organization, enter the message to send while you're away.

How do I send an out of office invite in Outlook? ›

Create an "out of office event" on your calendar

In Calendar, on the Home tab, select New Event. Add a title for the event, then select the start and end dates. To block out an entire day (or days), slide the All day toggle on. Busy, then choose Out of office from the drop-down.

Can Outlook send out of office reply every time? ›

The Out of Office Assistant sends an automatic reply to notify users who send you messages that you are away from the office. Your reply is only sent once to a message sender. The count is reset when you toggle the Out of Office Assistant.

How do I send an automatic out of office reply to a team? ›

Click on your profile picture at the top of Teams and select Set status message. Select Schedule out of office at the bottom of the options. Turn on the toggle next to Turn on automatic replies.

How to put ooo in Outlook calendar? ›

To do this, follow these steps.
  1. Step 1: Open Outlook On Your Web Browser. ...
  2. Step 2: Select “New Event” ...
  3. Step 3: Set the Event Status as “Away” ...
  4. Step 4: Include the Details of the Out of Office Event. ...
  5. Step 5: Add an Out of Office Message in Outlook Web. ...
  6. Step 6: Click “Save” and Finish Setting Up Your Vacation Time.
Aug 15, 2023

What is the difference between out of office and auto-reply in Outlook? ›

Send automatic out of office replies from Outlook.com or Outlook on the web. Use automatic replies to tell people you won't be responding right away to their email messages. This kind of auto-reply "out of office" message is sent only once to each person who sends email to you while you're away.

How do I send an out of office request? ›

Dear sender, Thank you for your email. I will be out of the office from *date* to *date* and will have limited access to email / will not have access to email. If you require immediate assistance, please contact *Name* at *email*.

How do I set up out of office in Outlook on behalf of someone? ›

Set up out of office reply in Microsoft 365 Admin Center

In your Microsoft 365 Admin Center, go to Users > Active users > Pick a user > Mail > Manage automatic replies.

What to write in automatic reply out of office? ›

“Thank you for your email. I am currently unavailable and will not be able to respond to your emails until (date of return). If you require immediate assistance, please contact (name and contact information for alternative point of contact). Otherwise, I will respond to your message as soon as possible upon my return.

How do I send an out of office every time? ›

You can create a new template every time you're out of the office or reuse an existing template. Now you're ready to use that template to create your Out of Office rule. On the File tab, select Manage Rules & Alerts. In the Rules and Alerts dialog box, on the E-mail Rules tab, select New Rule.

Can Outlook send out automated emails? ›

You can choose to send the emails daily, weekly, monthly, or yearly, and specify the specific day(s) of the week or month when the emails should be sent. Click “o*k” to close the “Properties” window. Click the “Send” button to schedule the recurring email.

Do automatic replies get sent to everyone? ›

If you check Send replies only to Contacts, an auto-reply will be sent only if the message came from someone in your personal Contact List. If you leave Send replies only to Contacts UNchecked, an auto-reply will be generated for every address from which you receive a message.

How do I send an out of office email in Outlook? ›

Try it!
  1. Select File > Automatic Replies. ...
  2. Select Send automatic replies.
  3. If you don't want the messages to go out right away, select Only send during this time range.
  4. Choose the dates and times you'd like to set your automatic reply for.
  5. Type in a message. ...
  6. Select OK.

How to set up recurring out of office in Outlook? ›

Steps to schedule recurring Out of Office reply from Outlook
  1. Access Microsoft Power Automate. Ensure that you sign in with your work email ID as I assume you would be using Outlook for your work emails.
  2. Search for "automatic replies" flow. ...
  3. Fill in the Recurrence condition. ...
  4. Fill the actions for Set up automatic replies.
Sep 20, 2022

How do I send an automatic reply? ›

Set up auto replies
  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, go to Group settings. Email options.
  4. In the Auto replies section, check the boxes next to the replies that you want to turn on and then enter a message. ...
  5. Click Save changes.

How to set up recurring out of office message in Outlook? ›

Steps to schedule recurring Out of Office reply from Outlook
  1. Access Microsoft Power Automate. Ensure that you sign in with your work email ID as I assume you would be using Outlook for your work emails.
  2. Search for "automatic replies" flow. ...
  3. Fill in the Recurrence condition. ...
  4. Fill the actions for Set up automatic replies.
Sep 20, 2022

What do I write in an automatic reply in Outlook? ›

Here are some templates for effective automatic responses to those inside and outside your company:
  1. “Thanks for your email. I'll be out of the office Aug. ...
  2. “I will be away from July 25-29. For urgent matters, you can contact my colleague, Marilyn Morales, at [email and phone number].”
  3. “Thank you for your email.
Feb 22, 2024

How to write an out of office email? ›

“Thank you for your email. I am currently unavailable and will not be able to respond to your emails until (date of return). If you require immediate assistance, please contact (name and contact information for alternative point of contact). Otherwise, I will respond to your message as soon as possible upon my return.

How do I set up an OOO without auto reply in Outlook? ›

Disable out-of-office rule in Outlook
  1. In Outlook, click File > Manage Rules & Alerts.
  2. In the Rules and Alerts dialog box, look for the rule associated with your “away message” and uncheck the box next to it.
  3. Click OK to save the changes.
Oct 25, 2023

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