How to Set out of Office in Teams

If you’re away from work, setting out of office in Teams makes sure colleagues see your status and get an automatic reply. Most issues come from using only a status note instead of automatic replies or not scheduling start/end times correctly. The fix is simple: turn on automatic replies, set a time range, and include a clear message with an alternate contact.

Before you start

• You’ll need a work or school account. Personal/free accounts may not show all options.
• Changes can take a few minutes to sync between Teams and Outlook.
• Decide if you want replies only inside your org or also to external senders.
• Prepare a short message: return date, who to contact, and any urgent-care instructions.

Set out of office in Teams on desktop or web

1. Open Teams and select your profile picture (top right).
2. Choose Set status message, then select Schedule out of office.
3. Turn on Automatic replies.
4. Type your message for people inside your organization.
5. (Optional) Select Send replies outside my organization and enter a separate message for external contacts.
6. Set a Start date/time and End date/time so your status switches on and off automatically.
7. Select Save.

Note: Scheduling a start and end time prevents your status from getting stuck on Out of office.

Change or turn off out of office (desktop/web)

1. Open your profile picture → Set status message → Schedule out of office.
2. Edit the text or time range, or toggle Automatic replies off.
3. Select Save.

Pro tip: If you return early, turning Automatic replies off immediately clears the Out of office presence across Teams and Outlook.

Set out of office in the Teams mobile app (iPhone/Android)

1. Open Teams and tap your profile picture.
2. Tap Set status message → Out of office (or Automatic replies).
3. Toggle Automatic replies on.
4. Enter your internal message and, if offered, your external message.
5. Set the time range and tap Done/Save.

Why use it: Mobile scheduling is handy when plans change while you’re away from your desk.

Use Outlook to manage automatic replies that sync to Teams

Teams presence mirrors Outlook Automatic Replies. If you prefer Outlook’s interface, set it there and Teams will reflect it.

• Outlook desktop/web: Automatic Replies → Turn on automatic replies → set time range → compose internal/external messages → Save.
• What happens in Teams: Your presence shows Out of office with your note in chats, and colleagues will see your return date if you included it.

Note: Calendar behavior (like auto-declining new meeting invites) is controlled in Outlook, not Teams. Review your Outlook settings if you want invites auto-declined while you’re away.

Add a status message for quick context (optional)

A status message is a lightweight note people see when they @mention or chat with you. It does not send email replies.

1. Profile picture → Set status message.
2. Enter a short note like “Out until Nov 18 - contact Alex for urgent items.”
3. Check Show when people message me.
4. Choose Clear after and pick a duration → Done.

Pro tip: Use automatic replies for formal OOO and a status message for extra chat context. They can run together.

What to write in your out-of-office message

• Return date/time: “I’m back on Monday, Nov 18, 9 AM ET.”
• Alternate contact: “For urgent items, contact Alex Smith.”
• Scope: Adjust tone for internal vs external audiences.
• Boundaries: Optional sentence about limited access to email or Teams.

Template (internal):
“Thanks for your message. I’m out of office from Nov 12–18 and will return on Nov 19 at 9 AM. For urgent issues, contact Alex Smith. I’ll reply when I’m back.”

Template (external):
“Thanks for reaching out. I’m away until Nov 19. For time-sensitive matters, email [email protected].”

Troubleshooting

• Status didn’t change at start time: Give it a few minutes to sync. If it persists, toggle Automatic replies off/on.
• Colleagues don’t see the banner in chat: Ask them to reopen the chat or restart Teams. Presence can cache.
• Outlook shows OOO but Teams doesn’t: Sign out/in of Teams. Ensure the same account is signed into both apps.
• External replies not sent: Confirm Send replies outside my organization is enabled and that you entered an external message.
• Invite auto-decline not working: Set this in Outlook meeting/Calendar options; Teams doesn’t control it.

FAQs

Does setting out of office in Teams send email replies?
Yes, when you turn on Automatic replies in Teams, it uses Outlook’s system to send email auto-replies.

Can I schedule different messages for internal vs external contacts?
Yes. Use the external option and write a separate message.

Will meetings be auto-declined while I’m away?
Only if you configure that behavior in Outlook. Teams presence alone doesn’t auto-decline.

Can I set it without a time range?
Yes, but scheduling start/end times is safer so you don’t forget to turn it off.

Do status messages replace automatic replies?
No. Status messages don’t send email replies and shouldn’t be used as your only OOO.

Summary

1. Profile picture → Set status message → Schedule out of office.
2. Turn on Automatic replies.
3. Write internal and optional external messages.
4. Set start/end time.
5. Save, and optionally add a short status message.

Conclusion

Use Automatic replies to set a proper out-of-office then add a brief status message for chat visibility. Scheduling a time range prevents missed handoffs and clears your status on time. If syncing lags, restart Teams, check Outlook’s Automatic Replies, and re-save your settings.