Posted on Author Carden IT Services LLC Categories IT Support

The Many Ways To Set Out of Office Replies in Outlook

Whether you’re stepping away for a business trip, taking a well-earned vacation, or simply need some uninterrupted work time, it’s important to manage your inbox without leaving contacts in the dark. That’s where Microsoft Outlook’s Out of Office (OOO) auto-reply feature comes in handy.

An Out of Office response is an automatic email notification that informs senders you’re unavailable and won’t be responding immediately. Outlook gives you the ability to schedule start and end dates, write custom messages for coworkers and external contacts, and even provide alternate contact information while you’re away.

Many users don’t realize there are several ways to set up these automatic replies in Outlook—and you can do it yourself without needing IT support. Here’s a step-by-step guide for setting up your OOO message on desktop, web, and mobile devices.

Sample Out of Office Message

Your auto-reply should be concise, courteous, and include useful info for anyone trying to reach you. Here’s a sample message you can tailor to your needs:

Subject: Out of Office – [Your Name]

Hi,

Thanks for reaching out. I’m currently out of the office and will return on [Return Date].

If your request is urgent, please contact [Colleague’s Name] at [Colleague’s Email] or call [Company Phone Number]. Otherwise, I’ll respond as soon as I’m back.

Best regards,  
[Your Name]  
[Your Position]  
[Company Name]

How to Set an Out of Office Reply in Outlook for Windows or Mac

If you’re using the Microsoft Outlook desktop app:

  1. Open Outlook and click File.
  2. Select Automatic Replies (Out of Office).
  3. Check Send automatic replies, then set a start and end date (optional).
  4. You’ll see two message boxes: Inside My Organization and Outside My Organization. Type different messages for internal and external contacts, if needed.
  5. Under the “Outside” tab, you can choose whether replies go to all senders or just people in your contacts.
  6. Click OK to save your changes.

📌 Note: If you’re using an older Outlook version, you might see “Out of Office Assistant” instead of “Automatic Replies.”

How to Set an Out of Office Reply in Outlook Web (OWA)

If you’re working remotely or don’t have access to your regular device:

  1. Log in at outlook.office.com.
  2. Click the gear icon (⚙️) in the top-right corner, then select View all Outlook settings.
  3. Go to Mail > Automatic Replies.
  4. Toggle on Automatic replies, type your message, and set your start/end time.
  5. Click Save.

How to Set an Out of Office Reply in the Outlook Mobile App (iOS/Android)

Need to set your OOO message while you’re on the move?

  1. Open the Outlook app on your smartphone.
  2. Tap your profile picture (top left), then tap Settings.
  3. Choose the account you want to set up.
  4. Tap Automatic Replies, switch it on, enter your message, and save.

How to Create Custom Auto-Replies Using Rules in Outlook

If your account type doesn’t support automatic replies (for example, if you’re using POP or IMAP), you can set up a rule instead. But first, you’ll need to create a template.

Step 1: Save a Message Template

  1. Click New Email in Outlook.
  2. Write your auto-reply content.
  3. Go to File > Save As.
  4. Choose Outlook Template (*.oft) from the dropdown.
  5. Name your template and save it.

Step 2: Create a Rule for Auto-Replies

  1. Go to File > Manage Rules & Alerts.
  2. Click New Rule > Apply rule on messages I receive.
  3. Set your conditions (such as specific dates or keywords).
  4. Choose Reply using a specific template.
  5. In Step 2, click a specific template, select the one you saved, and confirm.
  6. Finish setup and activate the rule.

Final Thoughts

Now you know four easy ways to set up an Out of Office reply in Outlook—whether you’re at your desk, traveling, or just need to unplug. With these options, there’s no need to ping the IT team every time you’re stepping away (though we’re always happy to help 😄).

Need Help With Microsoft Outlook?

If you’d like more Outlook tips or need assistance with setup, reach out to Carden IT Services. We’re here to help you work smarter, stay secure, and keep communications flowing—even when you’re out of office.