Quick Answer
If you are searching for How to Put Out of Office on Outlook, open Automatic Replies, turn it on, set your dates and times, write your message, and save it. In classic Outlook for Windows, go to File and then Automatic Replies. In new Outlook and Outlook on the web, go to Settings, Accounts, and then Automatic Replies.
Outlook Out Of Office Basics
Outlook calls an Out Of Office message Automatic Replies. It sends a set reply when someone emails you while you are away. This is useful for annual leave, bank holidays, work trips, training days, or any time you cannot reply as normal.
If you use Microsoft 365 for work, your automatic reply helps colleagues, clients, suppliers, and new contacts know when you are away. It also tells them who to contact if something is urgent. If your business needs help with Outlook, Microsoft 365, email security, or wider workplace tools, Cleartwo can help make those daily systems easier to manage.
Don't worry if the setting feels hidden. We have all stared at a menu wondering where Microsoft put the useful button this time.
Why An Outlook Out Of Office Reply Matters
An Outlook Out Of Office reply matters because it sets clear expectations. It lets people know you are not ignoring them. It also points urgent emails to the right person or team while you are away.
For UK businesses, this can reduce follow up emails. It can also help customer service, sales, finance, HR, legal, and IT support teams keep work moving.
It is worth being clear. An Out Of Office reply does not manage your work for you. It does not read, sort, or prioritise your emails. It simply sends the message you have written during the time period you choose.
What Outlook Automatic Replies Do
Outlook Automatic Replies send a saved email response when your account receives a message. The feature is often called Automatic Replies rather than Out Of Office, so do not worry if you cannot see the wording you expected.
In most Microsoft 365 work accounts, Outlook sends one automatic reply to each sender during your absence period. So if the same person emails you five times, they should not receive five replies. Thankfully, nobody needs that much inbox confetti.
You can often set one message for people inside your organisation and another for people outside it. This is helpful because your colleagues may need more detail than clients or suppliers.
If you want more background on Outlook as an email and calendar platform, the Microsoft Outlook overview on Wikipedia gives a useful summary.
Check Your Outlook Version First
Before you start, check which version of Outlook you are using. This saves time and stops you following steps for the wrong app. No judgment. It happens more often than anyone admits.
- Classic Outlook For Windows usually has Automatic Replies under File
- New Outlook For Windows usually has the setting under Settings and Accounts
- Outlook For Mac often uses Tools and then Automatic Replies
- Outlook On The Web works through your browser
- Outlook Mobile App lets you set replies from your phone
- Microsoft 365 work accounts usually support Automatic Replies
- Personal Outlook accounts may have fewer business options
Each version has the same basic feature. The menu names may differ. Very helpful, obviously.
If Automatic Replies is missing, your account type may be the reason. Some non Microsoft Exchange accounts do not support the standard option. In classic Outlook, you may need to create a rule based reply instead.
How To Put Out Of Office On Outlook On Windows
To put Out Of Office on Outlook on a Windows PC, open Outlook and use Automatic Replies. Classic Outlook usually starts from File. New Outlook usually starts from Settings.
Classic Outlook For Windows
Open Outlook and select File in the top left corner. Choose Automatic Replies. Select Send Automatic Replies.
If you want Outlook to start and stop the message for you, tick Only Send During This Time Range. Add your start date, end date, and times.
Write your message for people inside your organisation. Then open the Outside My Organisation tab if it is available. Add a shorter message for external contacts. Select OK or Save.
New Outlook For Windows
In new Outlook, select Settings. This usually looks like a small cog. Go to Accounts, choose your email account, and select Automatic Replies.
Turn automatic replies on. Add your start and end times. Write your message and save it.
Microsoft changes menu labels from time to time. Between you and me, this is why people search for the same setting every December. If your business uses several Microsoft tools, Microsoft 365 management from Cleartwo can help keep accounts, mailboxes, permissions, and security settings tidy.
How To Put Out Of Office On Outlook For Mac
To put Out Of Office on Outlook for Mac, open Outlook, select Tools, choose Automatic Replies, pick the right account, turn replies on, add your message, set your dates, and save.
If you have more than one email account in Outlook for Mac, check the account carefully. It is very easy to set the reply on your personal account while your work inbox sits there quietly judging you.
Use separate internal and external messages if your account allows it. For internal colleagues, you can include cover notes. For external contacts, keep it short and avoid personal or private details.
How To Set Out Of Office In Outlook On The Web
To set Out Of Office in Outlook on the web, open Outlook in your browser, select Settings, go to Accounts, choose Automatic Replies, turn it on, add your message, set your dates and times, and save.
This is often the easiest option if the desktop menus do not match what you see. Outlook on the web is also useful when you are away from your main laptop.
You may also see calendar options. Outlook may let you block your calendar, decline new meeting requests, or cancel meetings during your absence. These options help show that you are not available.
For shared mailboxes, reception teams, support teams, and hybrid workers, web access can be very useful. It keeps things simple when people work across different locations.
How To Set Out Of Office In The Outlook Mobile App
To set Out Of Office in the Outlook mobile app, open the app, go to Settings, choose the correct account, tap Automatic Replies, turn it on, set your message and dates, and save.
This is handy when you remember your holiday reply on the train. Because of course, that is when it happens.
Mobile settings can be linked to each account. If you have a work account, personal Outlook account, and shared mailbox, check each one. Do not assume one setting covers every inbox.
Some advanced options may be easier on Outlook on the web or desktop. If the mobile app only shows basic choices, use a browser when you can.
Scheduling Your Outlook Out Of Office Dates
Scheduling your Outlook Out Of Office dates means the message starts and stops by itself. This is ideal for annual leave, bank holidays, part time work, and planned travel.
Check the start date, start time, end date, end time, and time zone. UK users should be careful around daylight saving changes, overseas travel, and international teams.
A clear setup might say: I am away from 17:00 on Friday 23 October and will return at 09:00 on Monday 2 November. This tells people exactly when you leave and when you expect to return.
How To Write A Professional UK Out Of Office Message
A good UK Out Of Office message should be polite, brief, and useful. It should include your absence dates, when you expect to reply, and who to contact for urgent matters.
Here is a simple formal example.
Thank you for your email. I am out of the office from 23 October and will return on 2 November. I will respond as soon as possible after my return. For urgent matters, please contact Sarah Jones at [email protected]. Kind regards, Jessica.
For customer facing teams, keep it practical.
Thank you for contacting us. Our office is closed from 23 October to 2 November. For urgent support, please contact our support team at [email protected]. Otherwise, we will respond when the office reopens.
Avoid sharing detailed travel plans, medical details, client names, or anything sensitive. External replies should also avoid private phone numbers, internal project details, and personal information. Friendly is good. Too much information is not.
Internal And External Automatic Replies
Internal and external automatic replies let you share the right level of detail with the right people. Internal replies can include more detail because they are only sent within your organisation.
Internal messages can mention cover arrangements, project owners, team inboxes, and handover notes. External messages should be shorter and more careful.
For external contacts, give your return date and a general business contact if possible. This protects privacy and keeps your message professional.
This matters if Outlook is part of a wider customer process. If enquiries feed into a CRM, support desk, website form, or shared inbox, make sure someone is still checking them while you are away. An automatic reply helps, but it should not be the whole process.
Why Outlook Out Of Office Replies Fail
Outlook Out Of Office replies may fail if the feature is off, the wrong account is selected, the date range is wrong, external replies are disabled, or the account does not support Automatic Replies.
First, check that Automatic Replies is switched on. Then confirm the current time is inside the chosen range. Next, check that you saved the settings. Simple, yes, but we have all been caught by the Save button before.
If external senders do not receive replies, check whether replies outside your organisation are enabled. Some accounts only send replies to saved contacts. That means suppliers, new leads, or unknown senders may not get the message.
If the Automatic Replies button is missing, your mailbox may not be hosted on Microsoft Exchange or Microsoft 365. In classic Outlook, you may need a rule based reply instead.
If your team often has email delivery issues, mailbox confusion, or Microsoft 365 setup problems, you may find this related Cleartwo guide useful: how to set up out of office in Outlook 365.
How To Test Your Out Of Office Reply
Testing your Out Of Office reply takes a few minutes and can save a lot of bother. Send a test email from an internal account and another from an external address.
Read the reply carefully. Check the spelling, dates, return time, contact names, email addresses, phone numbers, and links.
Also check that your external message does not share anything private or commercially sensitive.
If your company uses support workflows, customer portals, CRM tools, or enquiry routing, make sure the alternative contact path works. Your automatic reply should support the process, not replace it.
How To Turn Off Out Of Office In Outlook
To turn off Out Of Office in Outlook, go back to Automatic Replies, switch it off, and save. If you set an end date and time, Outlook should stop the message for you.
It is still worth checking when you return. If you manage more than one mailbox, check each account.
Also review any calendar blocks, meeting declines, forwarding rules, or temporary inbox rules you set before leaving. Nothing says welcome back like finding out your emails still think you are in Cornwall.
Final Checklist Before You Go Away
Before you shut the laptop, check the basics. Choose the correct account. Turn Automatic Replies on. Set the right start and end times. Add internal and external messages. Test the reply. Check your calendar settings.
Make sure your alternative contact knows they are listed. That sounds obvious, but it gets missed. A surprised colleague is not a process.
If Outlook, Microsoft 365, cloud tools, security, CRM, or team communications feel messier than they should, Cleartwo can help make the setup clearer, safer, and easier to manage. You have got this. And if you have not, that is exactly what support is for.
Frequently Asked Questions
Is Out Of Office The Same As Automatic Replies?
Yes. In Outlook, Out Of Office is usually called Automatic Replies. The name can change slightly depending on your Outlook version and account type.
Does Outlook Send An Out Of Office Reply To Every Email?
Usually, Outlook sends one automatic reply to each sender during your absence period. It normally does not reply to every single email from the same person.
Can I Set Different Internal And External Replies?
Yes. Many Microsoft 365 and Exchange accounts let you create one message for colleagues inside your organisation and another for external contacts. This helps with privacy and clarity.
Why Is Automatic Replies Missing In Outlook?
The option may be missing if your account does not support it. It can also happen if your mailbox is not hosted on Microsoft Exchange or Microsoft 365. Try Outlook on the web or ask your IT team to check the mailbox type.
Can I Set Out Of Office From My Phone?
Yes. Open the Outlook mobile app, go to Settings, choose your account, and select Automatic Replies. If advanced options are missing, use Outlook on the web or desktop instead.
