How to Set Out of Office in Outlook

Outlook Desktop App (Windows)

The Outlook desktop app on Windows offers the most control over your out of office message. You can set separate messages for internal colleagues and external contacts, and schedule exact start and end times.

Step 1: Open Automatic Replies

Click File in the top menu bar. Select Automatic Replies (Out of Office) from the Info screen. If you do not see this option, your email account type may not support it through the desktop app — check with your IT department or try the web version.

Step 2: Enable and Set Schedule

Select Send automatic replies. Check the box for Only send during this time range — this is critical. Set your start date and time, then your end date and time. This ensures your OOO message turns off automatically when you return, preventing the embarrassment of a stale auto-reply.

Step 3: Write Your Internal Message

In the Inside My Organization tab, write your message for colleagues. This can be more casual and include specific details about who is covering your projects and responsibilities. You can format the text with bold, links, colors, and bullet points.

Step 4: Write Your External Message

Switch to the Outside My Organization tab. Check Auto-reply to people outside my organization. Choose whether to reply to your contacts only or to everyone who emails you. Write a more formal, polished message for external recipients. Keep it professional and concise.

Step 5: Click OK

Click OK to activate your automatic replies. Outlook will display a yellow information bar confirming that automatic replies are turned on. You are all set and ready to disconnect.

Outlook on the Web (OWA)

Outlook on the web — accessible at outlook.office.com — has a streamlined out of office setup process that works from any browser.

Quick Steps for OWA

1. Click the Settings gear icon in the top right corner of the page.
2. Select View all Outlook settings at the bottom of the panel.
3. Navigate to Mail > Automatic replies in the left sidebar.
4. Toggle Automatic replies on using the switch.
5. Set your start and end date range for the auto-reply period.
6. Write your internal and external messages in the provided text boxes.
7. Click Save to activate your out of office reply.

The web version supports the same internal/external message split as the desktop app, giving you full flexibility. Need to do this from your phone instead? See our Outlook mobile app guide for on-the-go setup.

Outlook for Microsoft 365

If you use Microsoft 365 (formerly Office 365), the process is identical to the desktop app instructions above. The File > Automatic Replies path works the same way. The key difference is that Microsoft 365 accounts can also set up out of office status in Teams simultaneously, which saves time.

Syncing OOO Across Microsoft Apps

When you set an out of office in Outlook with a Microsoft 365 account, your status automatically syncs to Microsoft Teams. Your Teams status will show "Out of Office" and display your message to anyone who tries to chat with you. This means you only need to set it up once in either platform.

Outlook Rules While You Are Away

Outlook lets you create rules that run while your automatic replies are active. This is a powerful feature that most people overlook but can make your return much smoother.

Useful Rules to Set Before Leaving

• Forward urgent emails: Create a rule that forwards emails containing "urgent" or "emergency" in the subject line to your backup person automatically.
• Move newsletters to a folder: Route newsletters and promotional emails to a separate folder so they do not clutter your inbox when you return.
• Flag VIP emails: Automatically flag emails from your most important contacts so you see them first upon your return.
• Auto-categorize by sender: Color-code incoming emails by department or client for faster triage when you are back.

For more sophisticated email management — like AI-powered sorting and prioritization that works 24/7 — consider using a tool like Monssot. While your out of office message handles the auto-reply, Monssot's AI agent organizes your incoming emails into smart boards so you return to a clean, prioritized inbox instead of chaos.

Outlook OOO Tips and Tricks

Test Before You Leave

Send yourself an email from a different account (personal Gmail, for example) to verify your OOO message is working correctly. Check both internal and external messages if you set up separate ones. It takes 30 seconds and prevents problems.

Use HTML Formatting Wisely

Outlook's auto-reply editor supports rich HTML formatting. Use bold text for important details like your return date and alternative contact information. Add a hyperlink to your company website or a scheduling tool for meetings. But keep it clean — avoid excessive colors or fonts.

Set Different Messages for Different Audiences

Take advantage of the internal/external split that Outlook provides. Your internal message can include details about who is covering specific projects and where to find shared documents. Your external message should be more general, professional, and concise.

Remember Calendar Blocking

Block your calendar for every day you are away. This prevents people from scheduling meetings during your absence and reinforces your OOO status in the scheduling assistant. Create an all-day event titled "Out of Office" for each day.

Handle Recurring Meetings

Before activating your OOO, decline recurring meetings that fall during your absence. This notifies organizers and frees up the room or resources. It also prevents confusion about whether you will attend.

Troubleshooting Outlook OOO Issues

Automatic Replies Option is Greyed Out

This usually means your account is not connected to an Exchange server. Personal POP3 or IMAP accounts may not support automatic replies through Outlook. Try setting up the auto-reply through your email provider's web interface instead.

OOO Sends to Every Email in a Thread

Outlook sends one auto-reply per sender during each OOO period. If someone is receiving multiple replies, check that you do not have duplicate OOO rules set up, and verify your start/end dates are correct.

External Replies Not Sending

Make sure you checked the Auto-reply to people outside my organization checkbox. Also verify whether you selected "My contacts only" versus "Anyone outside my organization." Test with an external email address.

For ready-to-use OOO message templates, check our examples page. Also explore how to set up OOO in Gmail, on the Outlook mobile app, and in Microsoft Teams.

For writing better out of office emails, see our dedicated writing guide. Planning an extended absence? Check our maternity leave OOO templates.

Looking for ways to manage your inbox more effectively? Explore our guides on AI email tools, inbox zero method, and email overload solutions.

Explore all guides in this series: out of office guide, Outlook app OOO, Gmail OOO setup, OOO examples, OOO email writing, Teams OOO setup, maternity leave OOO.