- Turning on Outlook automatic replies in new Outlook
- Setting up out of office in classic Outlook
- Out of office in Outlook on the web
- Who gets your Outlook automatic reply
- What to write in an Outlook out of office message
- Out of office for Gmail and other POP or IMAP accounts in Outlook
- Testing your Outlook out of office before you leave
- Out of office tips for business owners and freelancers
- Switching off an Outlook out of office reply
- Frequently asked questions
To set up out of office in Outlook, open Automatic replies: in new Outlook go to View, View settings, Accounts, then Automatic Replies, and turn it on. Set a time period so it ends by itself. Microsoft says Gmail and other POP or IMAP accounts aren't supported.
Going on holiday and leaving clients wondering whether you've vanished is a bad look. A short automatic reply tells people when you're back and who to contact in the meantime, and it takes about two minutes to set up.
Outlook calls this feature Automatic replies, not out of office, which is why people hunt for it in the wrong menu. Here's where it lives in each version, the option that can embarrass you if you tick the wrong box, and what to do if you use a Gmail or other third-party address.
Turning on Outlook automatic replies in new Outlook
- On the View tab, select View settings.
- Select Accounts, then Automatic Replies.
- Turn on the Automatic replies toggle.
- Select Send replies only during a time period and enter the start and end times.
- Type your message.
- Select Save.
Setting the dates matters. Without them, Microsoft says on the web version that replies stay on until you turn them off yourself, so a message saying you're back on Monday could still be going out a month later.
Setting up out of office in classic Outlook
- Select File, then Automatic Replies. If you don't see the button, Microsoft says to use rules instead (more on that below).
- Select Send automatic replies.
- Optionally tick the box to set a date range. Microsoft says this turns the replies off at the end time.
- Type your message on the Inside My Organization tab and the Outside My Organization tab.
- Select OK.
For the outside tab, Microsoft recommends choosing My contacts only. That's a sensible default for a small business, and the next section explains why.
Out of office in Outlook on the web
Go to Settings, then Account, then Automatic replies. Turn the toggle on, choose Send replies only during a time period if you want it to end by itself, then write your message in the box at the bottom. There are formatting options, so you can bold the return date. Select Save when you've finished.
Who gets your Outlook automatic reply
On accounts that offer it, Microsoft describes two choices that change who hears from your inbox while you're away. Think about them before you tick anything:
| Setting | What Microsoft says it does |
|---|---|
| Send replies only to contacts | Replies only to external senders who are in your Contacts list |
| Send replies outside your organization | Replies to every email, including newsletters, ads and possibly junk |
Microsoft also says each sender gets the reply only once, which stops the same person receiving it every time they write. Replying to everyone outside your organization can mean a reply to spam senders, so I'd choose contacts only unless you have a reason not to.
What to write in an Outlook out of office message
Keep it short and useful. A good automatic reply answers three questions: when are you back, who can help now, and how urgent things should be handled.
- Say the date you'll be back, in words people can't misread.
- Name a colleague or give a shared address for anything urgent.
- Don't give away travel details or say your home is empty.
- Keep the tone warm and plain, the way you'd write to a client.
If you want to follow your holiday plan with a tidy return, my guide to keeping email overload under control is useful reading for your first morning back.
Out of office for Gmail and other POP or IMAP accounts in Outlook
Here's the bit that surprises people. Microsoft says automatic replies aren't supported for Gmail, Yahoo or other POP or IMAP accounts. If your business email is one of those, the Automatic Replies button won't do the job.
For POP and IMAP accounts in classic Outlook, Microsoft says you can use a rule to reply instead, but Outlook must stay running while you're away. That means a computer that's switched on, which isn't ideal. A better plan may be to set the reply in your email provider's own settings, if it has them.
Once you start thinking about rules, my walkthrough using triage to keep a small business inbox calm shows how to sort mail while you're away.
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Testing your Outlook out of office before you leave
Nothing is more irritating than finding out on day three that your automatic reply never switched on. A short test saves that. Ask a colleague, or use a second address of your own, to send you a message once you've saved the settings.
- Set the start time a few minutes ahead, or start it straight away for the test.
- Send yourself a message from another address, ideally one that's in your Contacts and one that isn't.
- Check what comes back, and whether the wording makes sense to someone who knows nothing about your week.
- Change the dates to the real ones and save again.
If you test with an address outside your organization, remember that your Contacts and organization settings decide whether a reply is sent, so a missing reply isn't always a fault.
Out of office tips for business owners and freelancers
If you work alone, the reply is also a little bit of reassurance. Clients mostly want to know you've seen their message and when to expect an answer. A line such as 'I'll reply on my first day back' is honest and sets the expectation without promising anything you can't do.
Avoid making the message a sales pitch. It's tempting to add a link to your latest offer, but an automatic reply that goes to contacts is the wrong place for it, and it can look careless. Keep it kind and simple.
Switching off an Outlook out of office reply
- New Outlook and Outlook on the web: turn off the Automatic replies toggle.
- Classic Outlook: select Turn off in the message bar under the ribbon.
Do it the morning you're back, and check it has gone by sending yourself a test from another address.
Frequently asked questions
Where is out of office in Outlook?
Outlook calls it Automatic replies. In new Outlook, go to View, View settings, Accounts, then Automatic Replies. In classic Outlook, select File, then Automatic Replies.
How do I stop my Outlook out of office reply?
Turn off the Automatic replies toggle in new Outlook or the web version. In classic Outlook, select Turn off in the message bar under the ribbon.
Why is the Automatic Replies button missing in Outlook?
Microsoft says to use rules if you can't see the button. It also says automatic replies aren't supported for Gmail, Yahoo or other POP or IMAP accounts.
Will people get the reply every time they email me?
No. Microsoft says each sender gets the automatic reply only once.
Should I reply to people outside my organization?
That's your call. Microsoft says replying outside your organization answers every email, including newsletters and ads, and recommends My contacts only for outside senders in classic Outlook.
