To set up an Out of Office (automatic reply) message in Microsoft Outlook, follow these steps based on the platform you're using:
For Outlook Desktop App (Windows/Mac)
- Open Outlook.
- Click on File in the top menu.
- Select Automatic Replies (sometimes under "Info").
- Click Send automatic replies to enable.
- Optionally, set a start and end date/time for the automatic replies to be sent.
- Write your out-of-office message.
- Click OK or Save to confirm settings.
For Outlook on the Web
- Sign in to your Outlook on the web account.
- Click the Settings gear icon in the top-right corner.
- Go to View all Outlook settings at the bottom.
- Navigate to Mail > Automatic replies.
- Turn on Automatic replies by toggling the switch.
- Set a start and end time if desired.
- Write your out-of-office message.
- Click Save to activate.
For Outlook Mobile App
- Open the Outlook app on your phone.
- Tap the Outlook logo in the top-left corner to open the menu.
- Tap the Settings gear icon at the bottom-left corner.
- Choose your mail account.
- Tap Automatic replies.
- Toggle the switch on.
- Set start and end times if desired.
- Write your message.
- Tap the checkmark to save.
Tips for Your Out-of-Office Message
- Be clear and concise stating your absence and expected return date.
- Provide an alternate contact for urgent matters.
- Maintain professionalism but you can add a bit of personality.
- Avoid sharing overly personal details.
If you do not set an end time, remember to turn off automatic replies manually when you return.
