How to Add an Out of Office Message in Outlook
Setting up an out of office message in Outlook is one of those features that looks simple on the surface but has more moving parts than most people expect. The steps you follow depend on which version of Outlook you're using, whether your email account is hosted on Microsoft Exchange or Microsoft 365, and whether you're working from a desktop app, the web, or a mobile device.
Here's a clear breakdown of how it works across the main scenarios.
What "Out of Office" Actually Does in Outlook
Outlook's out of office feature — officially called Automatic Replies — sends a pre-written response automatically to anyone who emails you during a set period. You can schedule start and end times so it activates and deactivates without manual intervention.
There are two distinct reply behaviors you can configure:
- Inside your organization — a reply sent to colleagues using the same Exchange or Microsoft 365 domain
- Outside your organization — a separate (often more formal or limited) reply sent to external senders
This separation matters. Many users write one message for both audiences without realizing they can — and often should — customize each one differently.
How to Set Up Automatic Replies in Outlook for Windows (Desktop App)
If your account is connected to Microsoft Exchange or Microsoft 365, you'll see the full Automatic Replies feature.
- Open Outlook and go to File in the top-left corner
- Select Automatic Replies (Out of Office)
- Choose Send automatic replies
- Optional: Check Only send during this time range and set your start and end dates
- Type your message in the Inside My Organization tab
- Switch to the Outside My Organization tab if you want a different message for external senders
- Click OK
If you don't see Automatic Replies under File, your account is likely connected via IMAP or POP3 — those protocols don't support server-side automatic replies the same way Exchange does. More on that below.
How to Set Up Out of Office in Outlook on the Web (OWA)
Outlook on the Web — sometimes called OWA (Outlook Web App) — works slightly differently depending on whether you're on Microsoft 365 or a legacy Exchange server, but the path is similar.
- Sign in at outlook.office.com or your organization's OWA URL
- Click the Settings gear icon (top right)
- Search for "Automatic replies" or navigate to Mail > Automatic replies
- Toggle Automatic replies on
- Set your date range if needed
- Enter your messages for internal and external senders
- Save
The web version is useful when you need to set up or turn off your out of office from a different device than your usual work computer.
How to Set It Up in the Outlook Mobile App 📱
On iOS or Android:
- Open the Outlook app and tap your profile icon
- Go to Settings (gear icon)
- Select your email account
- Tap Automatic Replies
- Toggle it on, set your message, and optionally configure a time range
The mobile experience is streamlined but does not always expose the internal/external split — that depends on the account type and app version.
What If You Don't Have the Automatic Replies Option?
This is where many users hit a wall. IMAP and POP3 accounts — including many personal Outlook.com, Gmail, or ISP-hosted accounts connected to the Outlook desktop app — don't have server-side automatic replies in the same way.
Your options in that case:
| Situation | What to Do |
|---|---|
| Outlook.com personal account | Use Automatic Replies in Outlook on the Web — it's available for Outlook.com accounts |
| Gmail connected via IMAP | Set up vacation responder inside Gmail's own settings |
| Custom domain via IMAP | Check if your email host offers a server-side autoresponder in their control panel |
| No server-side option | Use Outlook's Rules feature to create a rule that replies with a template — but this only works while Outlook is open and running |
The Rules workaround is often misunderstood. It runs locally, not on the server — so if Outlook is closed or your computer is off, no replies go out. It's not a reliable substitute for server-side automatic replies.
Key Variables That Affect Your Setup 🔧
The steps above cover the main paths, but what actually works for you depends on several factors:
- Account type — Exchange/Microsoft 365 accounts have full automatic reply support; IMAP/POP3 accounts do not at the desktop app level
- Outlook version — Outlook 2016, 2019, 2021, and Microsoft 365 desktop apps all have similar UI, but older versions (2010, 2013) may look different
- Organization IT policy — Some companies restrict or manage automatic reply settings through Exchange admin controls, which can limit what you can configure individually
- Whether you want internal vs. external replies — Not all interfaces expose both options equally
- Time zone settings — If you're scheduling replies, the time range uses your mailbox's configured time zone, which may differ from your device's local time
A Note on Message Content
The tool handles delivery — but what you write still determines how useful the reply actually is. Effective out of office messages generally include:
- Return date (specific, not vague like "soon")
- Who to contact in your absence with their email or extension
- Whether you'll have limited access to email while away
What you leave in or out of the external reply especially depends on your role, industry, and what level of detail is appropriate to share with people outside your organization.
Getting the feature turned on is the mechanical part — the setup path you follow depends entirely on which Outlook environment you're working in, and whether your account type supports server-side replies at all. Once you know which scenario matches your situation, the actual steps are straightforward.