Send automatic out of office replies from Outlook

Send automatic out of office replies from Outlook

Revised by

Israel Cenir

Nature of Update

Added more content, up to date

Date of Revision

28/10/2022

I have an Office 365 for business or an Exchange server account

The Automatic Replies feature is only available if you have an Office 365 for business or an Exchange server account.

Set up automatic replies when you're out of the office

  1. Choose File > Automatic Replies.

    Automatic replies

    NOTE: If you don’t see Automatic Replies, you probably don’t have an Exchange server account. See I have an account with Office 365 Home, Outlook.com, Hotmail, Gmail, Yahoo! or other POP or IMAP email account.

  2. In the Automatic Replies box, select Send automatic replies.

    TIP: You can check the Only send during this time range box to schedule when your out of office replies are active. If you don’t specify a start and end time, auto-replies are sent until you select the Do not send automatic replies check box to turn them off.

  3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    Send automatic replies

  4. Optionally, if you'd like your automatic replies to be sent to people outside your organization, choose the Outside My Organization tab, check the Auto-reply to people outside my organization box, and then type the response you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.

    Note:    Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

    Outside your organization

Turn off automatic replies

  1. Choose File > Automatic Replies.

    Automatic replies

  2. In the Automatic Replies box, choose Do not send automatic replies.


Send automatic (out of office) replies in Outlook on the web

Use automatic replies to tell people you won't be responding right away to their email messages. Automatic replies are sent once to each sender.

Note: If the instructions don't match what you see, you might be using an older version of Outlook on the web. Try the Instructions for classic Outlook on the web.

  1. Sign in to Outlook on the web.

  2. At the top of the page, select SettingsSettingsView all Outlook settings > Mail > Automatic replies.

  3. Select the Turn on automatic replies toggle.

  4. Select the Send replies only during a time period check box, and then enter a start and end time.

    If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.

  5. Select the check box for any of the following options that you're interested in:

    • Block my calendar for this period

    • Automatically decline new invitations for events that occur during this period

    • Decline and cancel my meetings during this period

  6. In the box at the bottom of the window, type a message to send to people during the time you're away.

    If you like, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.

  7. If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization.

  8. When you're done, select Save at the top of the window.

If you didn't set a time period for automatic replies (step 4 earlier), you'll need to turn them off manually. To turn off automatic replies, sign in to Outlook on the web, choose Settings Settings > View full settings > Mail > Automatic replies and then select the Automatic replies on toggle.

Instructions for classic Outlook on the web

  1. Sign in to Outlook on the web.

  2. On the nav bar, choose Settings > Automatic replies.

  3. Choose the Send automatic replies option.

  4. Select the Send replies only during this time period check box, and then enter a start and end time to control when automatic replies are sent.

    If you don't set a time period, your automatic reply remains on until you turn it off by selecting Don't send automatic replies.

  5. Select the check box for any of the following options that you're interested in:

    • Block my calendar for this period

    • Automatically decline new invitations for events that occur during this period

    • Decline and cancel my meetings during this period

    If you want senders outside your organization to get automatic replies, select the check box for Send automatic reply messages to senders outside my organization.

  6. In the box at the bottom of the window, type a message to send to people during the time you're away.

  7. If you like, you can highlight your message and use the formatting options at the top of the box to change the font and color of the text, add an emoji, or customize your message in other ways.

    Outlook on the web automatic replies message

  8. When you're done, choose OK at the top of the page.

If you didn't set a time period for automatic replies (step 4 earlier), you'll need to turn them off manually. To turn off automatic replies, sign in to Outlook on the web, choose Settings > Automatic replies and then select Don’t send automatic replies.



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