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

Setting up an automatic reply ensures that anyone who emails you while you are away receives an immediate response letting them know when you will return.

Below are instructions for the Classic Outlook Desktop App and Outlook on the Web (and "New" Outlook).

Option 1: Outlook for Windows (Classic Desktop App)

Open Outlook and click the File tab in the top-left corner of the window.

Click the Settings > Account > Automatic Replies (Out of Office) button.

In the box that opens, select Send automatic replies.

Check the box for Only send during this time range.

Set your Start time and End time.

Type your message in the text box at the bottom. You can create separate messages for people Inside My Organization (colleagues) and Outside My Organization (external contacts).

Click OK to save.

Option 2: Outlook on the Web & "New" Outlook

If you use Outlook in a web browser (like Chrome or Edge) or use the "New Outlook" switch:

Click the Settings (Gear icon) in the top right corner.

Select Mail > Automatic replies.

Toggle the Turn on automatic replies switch to ON.

Check the box for Send replies only during a time period and select your dates.

Type your message in the text box.

Click Save at the bottom.

Tips for your Auto-Reply Message:

Dates: Clearly state the dates you are away and the date you will return.

Emergency Contact: List a colleague to contact for urgent matters (ask them for permission first!).

Response Time: Manage expectations by stating you will have limited or no access to email.

Need help?

If you are unable to set your auto-reply, please submit a Helpdesk ticket.