How to set up Automatic Replies in Outlook

If you're going to be away from your email for an extended period, setting an Out of Office (OOO) message in Outlook can let people know that you're unavailable and when they can expect a response. Follow this guide to set up your automatic out of office replies in both Outlook desktop and Outlook on the web (OWA).

For Outlook Desktop (Windows)

Step 1: Open Outlook

Launch Microsoft Outlook.
Ensure you're in your primary email account by checking the top left corner of the application.

Step 2: Access the "Automatic Replies" Feature

Click on the File tab at the top left.
Select Automatic Replies (Out of Office) from the options.
- If you don't see this option, you may need to select Info first from the left sidebar.

Step 3: Set the Out of Office Message

A new window will appear. Select Send automatic replies.
Check the Only send during this time range box if you want to specify a start and end time.
- Start Time: Choose when you'd like the automatic replies to begin.
- End Time: Select when you'd like the automatic replies to stop.
- If you don’t set a time range, automatic replies will continue until you manually turn them off.

Step 4: Create Your Message

In the Inside My Organization tab, type your out of office message for people in your organization. Example:

Thank you for your email. I am currently out of the office and will return on [Return Date]. During this time, I will have limited access to email. For urgent matters, please contact [Alternate Contact Info].
In the Outside My Organization tab, you can either:
- Check Auto-reply to people outside my organization and type a different message for external contacts.
- Leave this unchecked if you don’t want external contacts to receive a response.

Step 5: Save and Activate

Click OK to save and activate your out of office replies.

For Outlook on the Web (OWA)

Step 1: Sign into Outlook

Go to Outlook.com or your organization's webmail portal (e.g., https://outlook.office365.com) and sign in with your email credentials.

Step 2: Access Settings

Click on the Settings icon (⚙) in the top right corner of the screen.
In the search bar, type Automatic replies or scroll down and select View all Outlook settings → Mail → Automatic replies.

Step 3: Turn On Automatic Replies

Select Turn on automatic replies.
You can choose to set a start and end time for the automatic replies by checking the Send replies only during a time periodoption.
- Set the start and end times for when the automatic replies should be active.

Step 4: Set Your Message

In the message box, type your out of office reply. Example:

I’m out of the office and will return on [Return Date]. During this period, I will have limited access to email. Please reach out to [Alternate Contact] for urgent matters.
You can check the box Send replies only to contacts if you want to limit the replies to people in your contact list.

Step 5: Save and Activate

Click Save to activate your automatic replies.

Tips for Writing an Effective Out of Office Message

Be Clear and Concise: State when you'll be unavailable and when you will return.
Provide an Alternative Contact: If needed, include a colleague’s contact info for urgent requests.
Set Expectations: Let senders know if you will have limited access to email or if you won’t be able to respond until you return.

By following the steps above, you'll ensure that your contacts are aware of your absence and know how to proceed while you're away.