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How to Set an Automatic Out-of-Office Reply in Outlook

Bushra Parveen Oct 7, 2026 870 views

Question details

The user wants to configure an automatic response system in Outlook to notify email senders of their absence.

How to Set an Automatic Out-of-Office Reply in Outlook

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Going on vacation, taking a leave of absence, or being temporarily unavailable to check and respond to emails.
Observed behavior: Setting up an automated out-of-office message for a specific duration or until manually turned off.

Before you start

Before enabling your automatic reply, confirm your exact absence dates and draft a clear, professional message detailing when you will return and who to contact in your absence.

Solution 1Recommended

Configure Automatic Replies in Outlook on the Web

Use the Outlook on the web settings to seamlessly set up your out-of-office message, including scheduling exact times and customizing responses for different audiences.

Setting up your automatic replies directly through the web client ensures that the server handles your messages immediately, even if your local computer is turned off.

Open Settings

Log in to Outlook on the web or Outlook.com. Click the Settings gear icon located in the upper-right corner of the interface.

Navigate to Automatic Replies

In the settings menu, select 'Mail' from the left sidebar, and then click on 'Automatic replies'.

Turn on Automatic Replies

Toggle the switch to turn on automatic replies.

Set a Time Period (Optional)

If you know your exact schedule, check the box to send replies only during a time period. Specify your start and end dates and times.

Enter Your Message and Save

Type your out-of-office message in the text box. You can choose whether to send a different reply to people outside your organization. Once configured, click 'Save' to apply your settings.

Configure Automatic Replies in Outlook on the Web

Customizing External Replies: When configuring replies for external senders, you can choose to send the response only to people in your Contacts list to avoid replying to spam or newsletters.

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Frequently Asked Questions

Will my automatic reply be sent to every single email I receive?

No. By default, Outlook sends an automatic reply only once to each unique sender during your absence. This prevents endless email loops if the sender is also using an automated system or out-of-office reply.

Can I set different out-of-office replies for internal and external senders?

Yes. Within the Automatic replies settings in Outlook, there is a dedicated option to write one specific message for people inside your organization and a different message for senders outside your organization.

What happens if I don't set an end date for my automatic replies?

If you do not specify an end date and time by checking the 'Send replies only during a time period' box, your automatic replies will remain active indefinitely until you manually return to the settings and toggle the feature off.

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