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How to Set Up Automatic Replies (Out of Office) in Outlook

  • Writer: Alex Hughes
    Alex Hughes
  • 1 day ago
  • 3 min read

In today’s fast-paced business world, communication doesn’t stop when you’re away from your desk. That’s why knowing how to set up automatic replies in Outlook is a must for every professional — from solopreneurs to global enterprise teams.


Whether you're headed out for a vacation, on parental leave, or just stepping away for a conference, setting up an Out of Office message ensures clients, coworkers, and partners aren’t left in the dark. It’s a simple move with big benefits for productivity, professionalism, and peace of mind.



✉️ What Are Automatic Replies in Outlook?

Automatic replies — often called "Out of Office" messages — are responses that Outlook sends on your behalf when you’re away. You can customize them with details like when you’ll return, who to contact in your absence, or any relevant next steps.


Outlook supports both internal (within your organisation) and external (outside contacts) replies, allowing you to tailor each message for different audiences.



🛠️ How to Set Up Out of Office Replies in Outlook (Step-by-Step)

Here's how to do it on Outlook for Microsoft 365, Outlook 2021, 2019, and 2016:


1. Open Outlook and go to File > Automatic Replies

  • Click File on the top-left of your Outlook window.

  • Select Automatic Replies (Out of Office).


2. Turn on Automatic Replies

  • In the pop-up, choose “Send automatic replies”.

  • You can set a time range (start and end) to automate the process, or leave it on until you manually turn it off.


3. Write your messages

  • There are two tabs: Inside My Organisation and Outside My Organisation.

  • Example internal reply:

    “Thanks for your message! I’m currently out of the office and will return on [Date]. For urgent matters, please contact [Colleague Name] at [Email].”

  • Example external reply:

    “I’m currently out of office and will get back to you after [Date]. If your request is time-sensitive, please reach out to [Alternate Contact].”


4. Click OK to save

And that’s it — you’re all set! 🟢



🤖 Pro Tip: Outlook Web and Mobile Also Support Automatic Replies

If you’re using Outlook on the web or via the Outlook mobile app, the process is just as easy. Go to your settings (gear icon), find Automatic Replies, and follow similar steps.


Having access across devices ensures that even if you forgot to set it before leaving the office, you can still activate your Out of Office from anywhere 🌍.



🔄 The Power of the Microsoft Ecosystem

One of the best things about being part of the Microsoft 365 ecosystem is how integrated everything is.

If you're logged in with your Microsoft 365 account and have an appropriate license (e.g., Business Standard, E3, E5, or higher), your Out of Office status in Outlook will sync automatically with Microsoft Teams.


Why this matters:

  • Your Teams status will update to "Out of Office" 💤.

  • Your automatic reply message will display in Teams chat — both to internal team members and external guests (if applicable).

  • You maintain clear communication without lifting a finger.


It’s one of the many reasons businesses trust Microsoft 365 for unified, professional collaboration.



🎯 Why Every Business Should Use Automatic Replies

Implementing Out of Office messages isn’t just a courtesy — it’s a smart communication strategy. Here’s why:

  • ✅ Improves customer experience by setting expectations

  • ✅ Keeps internal workflows smooth

  • ✅ Reduces miscommunication

  • ✅ Demonstrates professionalism

  • ✅ Protects your work-life balance



🧠 Final Thoughts

Setting up automatic replies in Outlook is a quick task that delivers outsized benefits. If your organization is already using Microsoft 365, you’re unlocking even more functionality thanks to its seamless integration with Teams and other Microsoft apps.


So, next time you're planning time off (or just attending a multi-day offsite), make sure your Out of Office game is strong. Your inbox — and your colleagues — will thank you.



📌 Related Resources

  • Microsoft 365 Support: Automatic Replies (Official)

  • Why Hybrid Work Needs Smarter Tools — Forrester Report

  • Digital Etiquette in the Workplace – Forbes Insights

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