If you are going to be away from work, it is helpful to create an Outlook Out of Office message so people who email you know that you are unavailable. Outlook includes an automatic reply feature that sends a predefined response whenever someone sends you an email.
This feature is commonly used during vacations, business travel, or when you are temporarily unavailable. In this guide, you will learn how to create an Outlook Out of Office message step by step.
What Is an Outlook Out of Office Message?
An Out of Office message in Outlook is an automatic reply sent to incoming emails when you are away. It informs senders that you cannot respond immediately and may include information about when you will return or who they can contact in your absence.
Out of Office messages are useful because they:
- Inform colleagues and clients you are unavailable
- Set expectations for response times
- Provide alternative contact information
- Maintain professional communication
Outlook allows you to customize these messages and schedule when they are active.
How to Create an Outlook Out of Office Message in Outlook Desktop
Follow these steps to set up automatic replies in the Outlook desktop app.
1: Open Outlook
- Launch Microsoft Outlook on your computer.
- Click the File tab in the top-left corner.
2: Open Automatic Replies
- Click Automatic Replies (Out of Office).
- The Automatic Replies window will appear.
3: Enable Automatic Replies
- Select Send automatic replies.
- Optionally enable Only send during this time range.
- Choose the start and end date for the message.
This allows Outlook to automatically turn the message on and off.
4: Write Your Out of Office Message
Outlook provides two tabs:
- Inside My Organization – replies to coworkers
- Outside My Organization – replies to external senders
Enter your message in the text box.
Example message:
“I am currently out of the office and will return on [date]. I will respond to your email as soon as possible after I return.”
Step 5: Save Your Settings
Click OK to activate the Out of Office message.
Outlook will now automatically respond to incoming emails.
How to Set an Out of Office Message in Outlook Web
If you use Outlook through a web browser, the steps are slightly different.
- Open Outlook Web.
- Click the Settings icon (gear symbol).
- Select View all Outlook settings.
- Go to Mail > Automatic replies.
- Turn on Automatic replies.
- Write your Out of Office message.
- Save the settings.
The automatic reply will begin immediately.
Tips for Writing a Good Out of Office Message
A clear Out of Office message helps people understand when you will respond.
Include the following information:
- Dates you will be unavailable
- Expected response time
- Alternate contact person (if necessary)
Keep the message short and professional.
Example Out of Office Message
Here is a simple example:
“I am currently out of the office and will return on Monday, June 10. During this time, I will have limited access to email. If your matter is urgent, please contact [colleague name] at [email].”
This provides clear information for the sender.
Final Thoughts
Knowing how to create an Outlook Out of Office message helps maintain clear communication when you are unavailable. By enabling automatic replies, you can inform colleagues and clients about your absence while setting expectations for when you will respond.
Whether you use the Outlook desktop app or the web version, setting up an Out of Office message only takes a few minutes.
FAQs
What is an Outlook Out of Office message?
It is an automatic reply sent to incoming emails when you are away from work.
Can I schedule automatic replies in Outlook?
Yes. You can set start and end dates for Out of Office messages.
Can Outlook send replies to people outside my organization?
Yes. Outlook allows separate messages for internal and external contacts.
Will Outlook send the reply to the same person multiple times?
Outlook typically sends the automatic reply once per sender during the active period.
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