How to set up an out-of-office reply in Outlook | Microsoft
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9 hours ago
Published on Mar 17, 2025
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Table of Contents
Introduction
Setting up an out-of-office reply in Microsoft Outlook is a straightforward process that helps you manage expectations when you're unavailable to respond to emails. This tutorial will guide you through the steps to configure automatic replies, ensuring that both internal and external contacts receive your message while you're away.
Step 1: Access Automatic Replies
- Open Microsoft Outlook.
- Click on File located in the top-left corner.
- Select Automatic Replies (Out of Office) from the menu.
Step 2: Enable Automatic Replies
- In the Automatic Replies window, select Send automatic replies.
- If you want to delay the start of your replies, check the box for Only send during this time range.
- Set the start and end dates and times for your automatic replies.
Step 3: Craft Your Automatic Reply Message
- In the text box, type your out-of-office message.
- Use the formatting toolbar to adjust the text appearance as needed.
- You can also copy and paste pre-formatted text, including hyperlinks.
Step 4: Set Replies for External Contacts
- To send replies to contacts outside your organization, click on the Outside My Organization tab.
- Check the box for Auto-reply to people outside my organization.
- Enter a separate message for external contacts if desired, then click OK.
Step 5: Finalize Your Settings
- Review your settings and messages one last time.
- Click on OK to activate your automatic replies.
- Note: If the OK button does not appear, adjust your screen resolution or scaling settings, or switch to a larger monitor.
Conclusion
You have successfully set up your out-of-office replies in Microsoft Outlook. Remember to check your settings before you leave, and consider testing the automatic reply feature to ensure it works as intended. For additional Outlook tutorials, explore more resources available on the Microsoft Help channel.