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Set up an out-of-office reply

Turn on automatic replies in Outlook and schedule them before you go

2 min read Updated OutlookWindowsmacOSiOSAndroid

An out-of-office reply (Microsoft calls it Automatic replies) tells people you're away and who to contact instead. Set it up before you go on leave, and schedule it so it switches on and off by itself.

Before you start

Decide on two messages:

  • Inside your organisation: colleagues can see a little more detail, such as who is covering your work.
  • Outside your organisation: keep it short and general. Avoid giving away travel details or exactly how long the office is empty.

A good external reply includes the date you're back and a contact for urgent matters, for example: "I'm out of the office until Monday 3 March. For anything urgent, please contact accounts@yourcompany.com.au."

Turn on automatic replies

Microsoft moves these menus from time to time, so labels can differ slightly from what you see.

New Outlook for Windows and Outlook on the web

  1. Select Settings (the gear icon, top right).
  2. Go to Accounts > Automatic replies.
  3. Switch on Turn on automatic replies.
  4. To schedule it, tick Send replies only during a time period and set the start and end times.
  5. Type your message for people inside your organisation.
  6. Tick Send replies outside your organization and type your external message. You can choose to reply only to your contacts or to everyone.
  7. Select Save.

Classic Outlook for Windows

  1. Select File > Automatic Replies.
  2. Select Send automatic replies.
  3. To schedule it, tick Only send during this time range and set the start and end times.
  4. Type your message on the Inside My Organization tab.
  5. Open the Outside My Organization tab, tick Auto-reply to people outside my organization, and type your external message.
  6. Select OK.

Outlook for Mac

  1. Go to Tools > Automatic Replies (in some versions this is called Out of Office).
  2. Turn on automatic replies, set the dates and enter your internal and external messages.
  3. Select Save or OK.

Outlook mobile app (iPhone and Android)

  1. Tap your profile picture or account icon, then Settings (the gear icon).
  2. Tap your work account, then Automatic replies.
  3. Switch it on, choose whether to reply to everyone or only your organisation, set a schedule if you want one, and enter your message.
  4. Tap the tick or Done to save.
Tip

Automatic replies run from Microsoft 365, not your computer, so you can turn your laptop off and they keep working. Changes made on one device show up on all of them.

Turning it off

If you scheduled your reply, it stops on its own at the end time. If not, go back to the same screen and switch it off when you return. Outlook usually shows a banner at the top of your inbox while automatic replies are on, as a reminder.

Still stuck?

If the option is missing or your reply isn't being sent, log a ticket or call 1300 079 636 and we'll check your mailbox settings.

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