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

Going on holiday, off sick or out at a conference? An out of office message (Outlook calls it Automatic Replies) tells people you're away and who to contact instead — so you can switch off without worrying.

The steps depend on which version of Outlook you use. Not sure? If your Outlook has a New Outlook toggle turned on at the top right, or you're using it in a web browser, follow the first section.

1. Click Settings (the cog icon, top right).
2. Go to Accounts > Automatic replies.
3. Switch on Turn on automatic replies.
4. Tick Send replies only during a time period and set your start and end date and time.
5. Type your message in the box.
6. Click Save.

1. Click File.
2. Click Automatic Replies.
3. Select Send automatic replies.
4. Tick Only send during this time range and choose your dates and times.
5. Type your message on the Inside My Organization tab.
6. Click OK.

While it's on, a yellow bar at the top of Outlook reminds you that automatic replies are being sent.

1. Go to Tools > Automatic Replies (or Out of Office).
2. Tick Send automatic replies for account.
3. Set the dates and type your message.
4. Click OK.

Always use the date range option. Your automatic replies start and stop by themselves, even if you forget — no more sending "I'm on holiday" replies a week after you're back.

Outlook lets you write two versions:

• Inside your organisation — colleagues. You can be more detailed ("Sarah is covering the Jones account").
• Outside your organisation — customers, suppliers and everyone else.

For outside senders you can choose to reply to your contacts only (safer — fewer replies to spam) or anyone outside my organisation. You can also turn external replies off completely.

Simple:

Thanks for your email. I'm out of the office until Monday 13 October with limited access to email. I'll reply when I'm back.

With a contact:

Thanks for your message. I'm on annual leave until Monday 13 October. For anything urgent, please contact Sarah Jones at sarah@example.com or call 01234 567890. Otherwise, I'll get back to you on my return.

A good message says:

• When you'll be back
• Who to contact instead (if anyone)
• Nothing more — keep it short

Tip: For security, avoid saying where you're going or that your home is empty.

Back sooner than planned? Go back into Automatic Replies and switch it off, or click Turn off on the yellow bar in classic Outlook.

There's no Automatic Replies option. Automatic Replies needs a Microsoft 365, Exchange or Outlook.com account. If you use a Gmail or other IMAP/POP account in classic Outlook, set up the auto-reply in that email provider's own settings (for example, Gmail's Vacation responder) — it will work even when your computer is off.

People say they didn't get my reply. Each sender only gets your automatic reply once. Also check the outside my organisation setting is on if they're external.

Settings > Accounts > Automatic replies in new Outlook, or File > Automatic Replies in classic Outlook. Set the dates, keep the message short, and enjoy your time off.