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how do you put out of office on outlook

To put an out-of-office message on Outlook, you use Automatic replies (or a rule, if that option is missing) and set a time range plus your auto‑reply text.

Desktop Outlook (Microsoft 365/new Outlook)

  • Open Outlook and click the Settings gear in the top-right corner.
  • Go to Account → Automatic replies (sometimes shown directly as Automatic replies).
  • Toggle Automatic replies to On.
  • Set:
    • Start and end date/time for your out-of-office period
    • Whether to block your calendar and auto-decline meetings
    • Whether to send replies only inside your organization or also to external senders.
  • Type your message (include when you’ll be back and an alternate contact), then select Save.

Example out-of-office text

I’m currently out of the office and will return on 10 January. During this time I’ll have limited access to email.
For urgent matters, please contact Alex Smith at alex.smith@example.com.
Thank you for your understanding.

Outlook on the web (Outlook.com / browser)

  • Sign in at Outlook on the web.
  • Click the Settings gear → search for or select Automatic replies.
  • Turn on automatic replies, set your date range, choose internal vs external replies, and write your message.
  • Click Save to activate.

Outlook mobile app (iOS / Android)

  • Open the Outlook app and tap your profile icon, then the Settings gear.
  • Choose your account, then tap Automatic replies.
  • Turn them On , set start/end time, and write your reply, then tap the checkmark or Save.

If you don’t see “Automatic replies”

Some accounts (like plain IMAP/POP) don’t support server-side automatic replies, but you can simulate out-of-office with a rule.

Basic idea:

  1. Create a template
    • Start a New Email , write your out-of-office text, then File → Save As → Outlook Template (.oft).
  1. Create a rule that uses the template
    • Open Rules in Outlook and create a new rule that applies to incoming messages.
 * Choose **Reply using a specific template** , pick the template you saved, then finish the rule and make sure it’s turned on.

Keep Outlook open for these rule-based replies to work reliably.

Quick tips for a good message

  • Be clear and concise about:
    • Dates you’re away and when you’ll respond
    • Whether you’re checking email at all
    • Who to contact in an emergency.
  • Avoid sharing personal details about your trip or private plans.
  • Turn on your out-of-office a little before you leave so urgent last-minute emails still get a reply.

Meta description (SEO):
Learn step‑by‑step how to put an out of office on Outlook for desktop, web, and mobile, plus how to use rules and templates if Automatic replies is missing.