Out of office email in Outlook: exact steps, templates, and examples
If you need an out of office email in Outlook, this guide shows the exact clicks for new Outlook, classic Outlook, and Outlook on the web. You will also get a copy-and-paste out of office email template, an example message, and quick fixes for common setup problems.
If you need an out of office email in Outlook, this guide shows the exact clicks for new Outlook, classic Outlook, and Outlook on the web. You will also get a copy-and-paste out of office email template, an example message, and quick fixes for common setup problems.
Quick answer
To set an out of office email in Outlook, open Automatic Replies , turn it on, choose a time range if needed, add your message, and save. In classic Outlook, go to File > Automatic Replies ; in new Outlook, go to View > View settings > Accounts > Automatic Replies ; in Outlook on the web, go to Settings > Mail > Automatic replies . [2]
In Outlook, the feature name is Automatic Replies . That is the setting you use to create the out of office email message.
What’s new
If your Outlook screen does not match an older guide, you may be in a different Outlook version. Microsoft has been switching some users from classic Outlook to the new Outlook, so the Automatic Replies setting can appear in a different menu. Match the steps below to the Outlook version you see on screen. [1] [2]
Key takeaways
- Outlook calls the feature Automatic Replies , and the path depends on whether you are using classic Outlook, new Outlook, or Outlook on the web.
- Before setup, write down your start date, end date, whether you will check email, and who should handle urgent requests while you are away.
- Use separate internal and external messages where that option is available, and keep the outside version short.
- The built-in Automatic Replies setting is the safer option whenever your mailbox supports it, because the rule-based fallback works only while Outlook stays open.
- Test from one internal sender and one external sender; Outlook normally sends one automatic reply per sender during the active period.
- Turn the reply off or refresh the dates as soon as you return.
Before you start
Prerequisites
Access to the Outlook account that will send the reply, plus your away dates and the name or inbox that will handle urgent requests.
Tools
New Outlook, classic Outlook, or Outlook on the web. A second email address helps for testing.
Time
One short setup session, plus one quick test.
Cost
No extra tool is required for the basic Outlook setup.
Privacy note
If you enable replies outside your organization, Outlook can answer newsletters, advertisements, and junk mail too. Keep the external message short, and avoid sharing private travel details or a personal phone number unless you truly want people to use it. [2]
How to set an out of office email in Outlook
Do Steps 1–4 first, then follow only one setup path in Steps 5–7. Everyone should still do Steps 8–10.
How to set an out of office email in Outlook
-
Identify which Outlook you are using
If the ribbon starts with File , you are in classic Outlook. If you see View and then View settings , use the new Outlook steps. If you are in a browser tab, use the Outlook on the web steps. [2]
Check: You know whether to follow Step 5, 6, or 7.
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Write down the four details your message needs
Before you click anything, note your start date, end date, whether you will check email at all, and who should handle urgent requests while you are away.
Check: You can answer all four in one glance.
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Draft your internal out of office email template
Internal template Hi team,I’m out of the office from start date through end date and will return on return date . I’ll have no or limited access to email during that time.For urgent help, please contact backup contact at backup email .Thanks, Your name
Check: Your message includes dates, access level, and a backup contact.
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Draft your external out of office email message
External template Hello,Thanks for your message. I’m out of the office until date and will reply when I return.For urgent matters, please contact name or team at email .Best, Your name
Check: The outside message is short and does not reveal private details you would not want sent to strangers.
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If you use new Outlook, turn on Automatic Replies there
Open View > View settings > Accounts > Automatic Replies . Turn on automatic replies, choose a time period, enter the start and end times, paste your internal message, and add a separate outside-organization message only if you need one. If you enable outside replies, consider limiting them to contacts only. [2]
Check: The toggle is on and your date range is visible before you leave the page.
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If you use Outlook on the web, set it there
Select the Settings gear, then go to Mail > Automatic replies . Turn it on, set your dates, paste your message, and, if useful, also choose options to block your calendar, decline new invitations, or cancel meetings during that period. [2]
Check: Your dates are saved and any meeting options you want are checked.
-
If you use classic Outlook, set it from the File menu
Go to File > Automatic Replies > Send automatic replies . Add a date range if you want the reply to shut off automatically, enter your inside-organization message, add an outside message if needed, and click OK . If the OK button is missing, reopen the window after changing display scaling or resolution, or use a larger monitor. [2] [3]
Check: The settings save successfully, or you see the banner that lets you turn replies off later.
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If the Automatic Replies button is missing, use the fallback that fits your setup
If you are in classic Outlook and do not see Automatic Replies , create a new message, save it as an .oft template, then go to File > Manage Rules & Alerts > New Rule and choose Apply rule on messages I receive plus reply using a specific template . If you are in new Outlook or the web app on a mailbox that does not support the built-in toggle, you may need to use your mailbox provider’s own reply setting instead. The rule-based workaround only works while Outlook stays open. [2] [4]
Check: Your rule is turned on, the template is selected, and you understand whether Outlook must stay running.
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Test with two different senders
Send one test from an internal address and one from an external address. Do not keep retesting from the same sender and expect a fresh reply each time; Outlook’s automatic reply sends once to each person during the active period unless you change the setup. [2]
Check: You received one internal test and one external test with the correct wording.
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Turn it off or refresh it when you return
When you are back, switch the reply off immediately or update the dates the same day. In classic Outlook, use the Turn off banner under the ribbon. In new Outlook or Outlook on the web, reopen Automatic Replies and toggle it off there. [2]
Check: The reply is off, or the dates now match your real availability.
Why the built-in Outlook auto reply works best
Use the built-in Automatic Replies setting whenever your mailbox supports it. Microsoft documents a separate rule-based fallback for accounts that do not have the button, but that fallback works only while Outlook remains open, which makes the built-in option the safer choice whenever you have it. [2] [4]
Common Outlook auto reply problems and fixes
| Symptom | Likely cause | Fix |
|---|---|---|
| The screen does not match the guide you found | You are in a different Outlook version than the guide was written for | Check whether you are in new Outlook, classic Outlook, or the web app, then use the matching path from this article. [1] [2] |
| You cannot find the Automatic Replies button | Your mailbox type or app version does not support the built-in toggle there | In classic Outlook, use the rule-and-template fallback. In unsupported new Outlook or web setups, use the mailbox provider’s own reply setting instead. [2] [4] |
| Outside contacts never get your message | External replies are off, or you limited replies to contacts only | Reopen the setting, turn on outside replies, confirm you filled in the external message box, and review whether the “contacts only” option is blocking your test. [2] |
| Your rule-based auto reply stopped overnight | Outlook was closed, asleep, or the computer shut down | Leave Outlook running for as long as the rule needs to work, or switch to the built-in Automatic Replies feature if your mailbox supports it. [4] |
| The OK button is missing in classic Outlook | Display scaling or screen resolution is hiding it | Lower display scaling or resolution, or use a larger monitor, then reopen the dialog. [3] |
| You sent several tests from the same account but only got one reply | That is normal Outlook behavior | Test from a different sender, or change the setup before you retest if you need a new reply cycle. [2] |
| A shared mailbox says the server is unavailable, or it will not let you set replies | Shared mailbox permissions and classic Outlook behavior work differently | Use the shared mailbox in Outlook on the web, or ask your Microsoft 365 admin to set up the automatic reply from the shared mailbox side. [5] [6] |
| People still see old dates in your reply | You updated one message box but not the other, or forgot to switch the old reply off | Open the settings again, update both the internal and external versions, save, then send a fresh test from a different sender. |
Out of office email templates, examples, and sample messages
Copy and paste the version that matches your situation, or see our out-of-office templates . Below are a standard out of office email template, a limited-access out of office email example, a sample out of office email for sick leave, and a team handoff out of office email message. Use a fuller message for coworkers and a shorter one for outside contacts whenever possible. [2]
1) Standard out of office email template
Use this when you will not be checking email at all.
Hello,I’m out of the office until date and will reply after I return.For urgent matters, please contact name at email .Best, Your name
2) Limited-access out of office email example
Use this when you may read messages, but you do not want people to expect a fast reply.
Hello,I’m away from start date through end date and will have limited access to email.I may respond more slowly than usual. If you need immediate help, please contact name at email .Thank you, Your name
3) Sample out of office email for sick leave
Use this when you want to stay brief and protect your privacy.
Hello,I’m away from email today and expect to return on date .For urgent issues, please contact name or team at email .Thank you, Your name
4) Team handoff out of office email message
Use this when another person or a shared inbox is covering your work.
Hello,I’m out of office until date .For help with project, billing, support, or account questions , please contact shared inbox or name at email .I’ll reply when I’m back.Best, Your name
Save and reuse your out of office email message
Make ahead: Save two master versions now: one internal and one external. Next time, you only need to update the dates and the backup contact.
Storage: Keep the wording in a note, a plain-text file, or Mailbird Email Templates if you want reusable drafts inside your desktop workflow. [9]
Scaling: If you manage a team, standardize a simple four-part format: away dates, reply timing, urgent contact, and signature. For shared mailboxes , involve your Microsoft 365 admin before rollout. [5] [6]
Quick out of office email checklist to screenshot
- I know whether I’m on new Outlook, classic Outlook, or Outlook on the web.
- I set the correct start date and end date.
- I wrote one internal message and one external message.
- I added an urgent contact or shared inbox.
- I turned on outside replies only if I actually want them.
- I tested from one internal sender and one external sender.
- I know whether Outlook has to stay open for my setup.
- I set a reminder to turn the reply off when I return.
Frequently Asked Questions
What should an out of office email in Outlook include?
Keep it short. Include your return date, whether you will check email, and who should handle urgent requests while you are away.
Sources: [2]
Is Automatic Replies the same as an out of office email in Outlook?
Yes. In Outlook, the setting is called Automatic Replies . That setting sends the out of office email message.
Sources: [2]
Why don’t I see Automatic Replies in Outlook?
Can I send one message to coworkers and another to outside contacts?
Yes. Outlook supports separate internal and external messages where that feature is available.
Sources: [2]
Does Outlook send the auto reply every time someone emails me?
No. In the normal Automatic Replies setup, Outlook sends one automatic reply per sender during the active period.
Sources: [2]
Do I need to leave Outlook open?
Only if you are using the rule-based fallback. The rule method depends on Outlook staying open.
Sources: [4]
Can I set an out of office reply for a shared mailbox?
Can I change or turn off the reply from my phone?
Yes. Outlook mobile can update Automatic Replies, which is handy if your dates change while you are already away.
Sources: [2]
Sources
- Microsoft Support — Switch to new Outlook for Windows
- Microsoft Support — How to set up out of office automatic replies in Outlook
- Microsoft Support — Set up auto-reply (out of office)
- Microsoft Support — Use rules to create an out of office message in Outlook
- Microsoft Support — Open and use a shared mailbox in Outlook
- Microsoft Support — Known issue: shared mailbox Automatic Replies in classic Outlook
- Mailbird — Best Email Client for Windows and Mac
- Mailbird Support — Does Mailbird include an “Out of Office” feature or an AutoResponder?
- Mailbird — Pricing and Plans
