Set up an out-of-office reply in Outlook for Microsoft 365

Updated 27 September 2026For Microsoft 365

Set up an out-of-office reply in Outlook for Microsoft 365 (0:23)

To set an out-of-office reply, turn on Automatic replies in Outlook. In new Outlook and Outlook on the web it is under Settings → Account → Automatic replies; in classic Outlook it is under File → Automatic Replies. Microsoft’s servers send the replies, so your computer can stay off while you are away.

New Outlook and Outlook on the web

Both use the same setting, so turning it on in one also turns it on in the other.

Select Settings (the gear icon at the top right).
Select Account, then Automatic replies.
Turn on the Automatic replies toggle.
Tick Send replies only during a time period and set the start and end dates and times, so the reply switches off by itself when you are back. Outlook also offers to block your calendar and decline meetings during that time; tick those only if you want them.
Type your message for colleagues in the first box.
To reply to people outside the company too, tick Send replies outside your organization and type a message for customers. Tick Send replies only to contacts if you do not want to reply to newsletters and advertising.
Select Save.

Classic Outlook for Windows

Classic Outlook has separate tabs for colleagues and for people outside the company.

Select File, then Automatic Replies.
Select Send automatic replies.
Tick Only send during this time range and choose the start and end times.
On the Inside My Organization tab, type the message for colleagues.
On the Outside My Organization tab, tick Auto-reply to people outside my organization, choose My Contacts only or Anyone outside my organization, and type your message.
Select OK.

While the reply is on, a bar under the ribbon reminds you. Select Turn off there to stop it early.

What to write

Keep the reply short and useful. A good out-of-office message says:

When you are away and the date you are back.
Who to contact for urgent matters, with their email or phone number.
Nothing that helps a stranger, such as “the office is empty” or your home address.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

Do I need to leave my computer on for the automatic reply to work?

No. With a Microsoft 365 account, automatic replies are sent by Microsoft's servers, so you can close Outlook and switch off your computer.

Can I set an out-of-office reply on our shared mailbox?

Microsoft says only your Microsoft 365 admin can set automatic replies for a shared mailbox. Ask your admin, or WhatsApp Office Niaga.

I do not see Automatic Replies in classic Outlook.

The button only appears for Microsoft 365 (Exchange) accounts. If you added your work email as an IMAP or POP account, remove it and add it again the normal way.

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