Do these 3 things before closing this tab:
1Clear out junk files and repair common Windows errors2Fix the driver behind crashes, sound loss and screen glitches3Repair Windows errors before they cause bigger problemsiTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
Outlook’s out-of-office feature is called Automatic Replies. It can send separate messages to colleagues and external contacts, run only during dates you specify, and—depending on the Outlook version—block your calendar or decline meetings automatically.
The correct steps depend on whether you use New Outlook, classic Outlook for Windows, Outlook on the web, Outlook.com, or the mobile app. Your email account also matters: the built-in feature requires a supported Microsoft 365 or Exchange account and is not available for Gmail, Yahoo, or other POP/IMAP accounts in New Outlook.
Which Outlook versions support automatic replies?
Microsoft’s current instructions apply to Outlook for Microsoft 365, Outlook 2024, Outlook 2021, Outlook 2019, Outlook 2016, Office 365 Small Business, Outlook.com, New Outlook for Windows, and Outlook on the web for Exchange Server 2016 or 2019.
| Outlook version | Where to find the setting |
|---|---|
| New Outlook for Windows | View > View settings in new Outlook > Accounts > Automatic Replies |
| Classic Outlook for Windows | File > Automatic Replies |
| Outlook on the web or Outlook.com | Settings > Accounts > Automatic replies, or Settings > Mail > Automatic replies |
| Outlook for iPhone or Android | Settings > account > Automatic Replies |
| Legacy Outlook Web App | Options > Automatic replies |
If you are using Gmail, Yahoo, or another POP/IMAP account, the Automatic Replies option may not be available. In that case, use the rule-based workaround described later in this guide.
#1 Best Overall
- 52 PAGES UNDATED WEEKLY PLANNER - This weekly planner features 52 undated pages, measuring 11 x 8.5 inches (A4) in a horizontal layout. It provides ample space for year-round planning, allowing you to schedule at your own pace without wasting pages or skipping dates.
- THOUGHTFUL FEATURES FOR PLANNING - Our weekly to do list notepad is designed with a top priority, a low priority, and a follow-up section, allowing you to prioritize and stay organized. It also has to do list part, notes part, which can help you track important daily events and develop daily habits.
- SPIRAL BOUND WEEKLY PLANNER - The weekly planner is spiral-bound for easy page turning and the option to tear off used pages for new plans. It features a transparent cover that protects your pages from dirt and damage.
- 100 GSM THICK PAPER - Our desk calendar planner is crafted with premium 100 GSM FSC-certified wood-based paper, paired with sturdy cardboard backing to resist ink bleeding and ensure a smooth writing experience. Durable, eco-conscious, and designed for daily use.
- VERSATILE USAGE - The weekly to-do list notepad is designed to meet all your planning needs and help you stay organized. It's perfect for work, home and school, including habit tracker, event organization, work schedules, travel plans, and more.
Set up out of office in New Outlook for Windows
- Select View in the Outlook ribbon.
- Select View settings in new Outlook.
- Choose Accounts > Automatic Replies.
- Turn on the Turn on automatic replies toggle.
- To schedule the reply, select Send replies only during a time period, then enter the start and end dates and times. The date range is optional, but using it prevents the reply from remaining active after you return.
- Under Send automatic replies inside your organization, type the message colleagues should receive.
- For a separate message to customers or other external senders, select Send replies outside your organization and enter the external message.
- Select Save.
When external replies are enabled, look for the option to restrict them to Send replies only to contacts. Without that restriction, Outlook may reply to newsletters, advertisements, and potentially junk mail.
If these menus do not exist, you may still be using classic Outlook for Windows. Use the classic Outlook instructions below rather than trying to repair the installation.
Turn on out of office in classic Outlook for Windows
- Select File.
- Select Automatic Replies.
- In the Automatic Replies dialog box, select Send automatic replies.
- To schedule the feature, select the date-range option and enter the start and end times.
- Open the Inside My Organization tab and enter your internal message.
- If available, open the external-replies tab or option and create a separate message for people outside your organization.
- Select OK.
While automatic replies are active, Outlook displays a notification beneath the ribbon. Select Turn off in that notification to stop the feature immediately.
Recommended Free Tools
If Automatic Replies is missing after you select File, the account probably does not support the server-based feature. This is common with unsupported POP/IMAP accounts; it does not necessarily mean Outlook is broken. Use a rule-based reply if you need an alternative.
Rank #2
- Ultimate To Do List with Multiple Sections: A to do list lover’s dream, our notepad offers multiple sections with ample space to write all your important tasks so you can organize and track your tasks better than with a regular list. Sheets have separate spaces for each day, as well as sections for a to do list and top priorities, making it easy to prioritize and stay organized. Say goodbye to feeling overwhelmed and hello to a more organized and productive you!
- Minimalist Design to Boost Productivity: Experience the perfect balance of minimalist and functional design with our weekly to-do list notepad. Each notepad measures 8.5” x 11” and has 52 sheets, so there is enough space to write down everything you need to do. Made with a minimalist black and white design and premium materials, our notepad is the perfect tool to keep you on track and motivated throughout the day!
- Premium, non-bleed pages: No more frustrations about pens or markers bleeding through flimsy paper! Our notepad is made with premium non-bleed 100 gsm paper to give you the best writing experience. Unlike with our competitors, these pages won’t bleed onto the next one, even if you write with a permanent marker.
- Sturdy Backing for Writing Anywhere: Our notepad is made with a thick backing that provides a sturdy surface for writing anytime, so you can take it on the go and never miss an important task again. Whether you're at home, in the office, or on the go, you'll always be able to capture your thoughts and stay on top of your daily routine.
- Easy to Tear Off Pages: The easy to tear off, undated pages make it simple to share your lists with others or start each day with a fresh page. You'll love the convenience of being able to remove yesterday's tasks and start with a clean slate, allowing you to focus on what really matters.
Set an out-of-office message in Outlook on the web or Outlook.com
- Select the Settings gear.
- Select Accounts > Automatic replies. In some versions of the web interface, the path is Settings > Mail > Automatic replies.
- Turn on the Automatic replies on toggle.
- To limit the reply to a particular period, select Send replies only during a time period and enter the start and end times.
- Choose any calendar options that you need: Block my calendar for this period, Automatically decline new invitations for events that occur during this period, or Decline and cancel my meetings during this period.
- Enter your automatic-reply message.
- To reply to people outside your organization, select Send replies outside your organization and enter the external message.
- Select Save.
If you do not specify a time period, automatic replies stay enabled until you manually turn off the Automatic replies on toggle from the same settings page.
Configure out of office in Outlook for iPhone or Android
The Outlook mobile app supports automatic replies for Microsoft 365, Exchange, Exchange Hybrid, and Outlook.com accounts.
- Open Outlook and tap Settings.
- Tap the email account you want to configure.
- Tap Automatic Replies.
- Turn automatic replies on.
- Optionally enable Reply during a time period, then choose the start and end times.
- Enable Block my calendar if you want the period blocked.
- To cancel or decline meetings, select Clear my calendar and choose the meetings.
- Choose whether to reply to everyone or only people in your organization.
- Enter separate internal and external messages when those fields are available.
- Tap Save.
Use the legacy Outlook Web App
This older interface is used by some organizations running Exchange Server 2010 or Exchange Server 2013.
The Tool Desk
Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →- From the main Outlook Web App page, select Options.
- Select Automatic replies in the navigation pane.
- Select Send automatic replies.
- Optionally select Send replies only during this time period and set the start and end times.
- Enter the internal message in the field for replying once to each sender inside your organization.
- For external messages, select Send automatic reply messages to External Senders.
- Choose either Send replies only to senders in my Contacts list or Send replies to anyone outside my organization.
- Select Save.
To disable the message later, return to this page and select Don’t send automatic replies.
Rank #3
- 【Undated Weekly Planner】The home school planner allows you to plan your life freely without wasting space or skipping dates. You can start your planning journey at any time.
- 【Well-organized Planning Design】Our desk accessories for women is designed with top priorities part, low priorities part and follow up part, allowing you to prioritize and stay organized. It also has to do list part, notes part, which can help you track important daily events and develop daily habits.
- 【Spiral Binding Design】The weekly planner is bound in spirals, convenient for turning pages or tearing off used pages to make plans again. The to do list notepad has a transparent cover, which can protect your inner pages from getting dirty or damaged.
- 【Thick Paper】The office supplies for women is made of 100gsm thick paper, it is not easy to bleed, providing you with a smooth writing experience. The back of the planner is made of cardboard, which can remain stable and allows you to write anywhere and make your plan at any time.
- 【Wide Applications】The desk accessories for women is designed to meet all your planning needs and keep you organized, perfect for home, school, and office, such as meal planning, party planning, work arrangements, travel plans, etc.
What to include in an Outlook out-of-office message
A useful automatic reply should answer four questions without revealing more information than necessary:
- When are you unavailable? Include the return date, and preferably the time zone if your contacts are international.
- When will you respond? Say whether you will answer after returning or periodically while away.
- Who should people contact instead? Give a colleague’s name and business contact details only if appropriate.
- What should urgent senders do? Provide a team mailbox, support number, or other monitored channel.
Example internal message:
I’m out of the office from June 10 through June 14 and will return on June 17. I’ll respond to your message when I’m back. For urgent project questions, contact Priya Shah at priya.shah@example.com.
Example external message:
Thank you for your email. I’m unavailable until June 17. For account or support issues, contact support@example.com. Otherwise, I’ll reply as soon as possible after I return.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.
Use a rule when Automatic Replies is unavailable
Microsoft provides a rule-based workaround for Outlook for Microsoft 365, Outlook 2024, and Outlook 2021. This method uses an Outlook Template file and a client-side rule.
Rank #4
- Maximize Your Productivity Potential - Our weekly to-do list notepad offers a comprehensive system for managing your tasks. Featuring a checklist, top priority section, low priority section, and follow-up section, this Weekly planner notepad empowers you to categorize and prioritize your tasks effectively.
- Flexible Undated Weekly Planner - Enjoy the flexibility of an Undated Weekly to do list Planner notepad with 52 weeks of undated planning pages. Say goodbye to wasted spaces or skipped dates – resume your planning journey exactly where you left off, anytime. This versatile Weekly planner notepad allows you to stay organized in 2025, 2026, or even as far ahead as 2027!
- Versatile and Durable - Our Weekly to do list notepad suits various settings, including office, home, school, or personal organization. Built with high-quality paper, it ensures durability throughout the year, serving as a reliable companion for all your to do list planning pad needs.
- Premium Design and Durability -Our weekly planner notedpad Crafted with premium non-bleed 100 gsm paper and a sturdy chipboard backing, our to do list pad ensures quality. Sized conveniently at 11 X 8.5 inches (A4), it boasts premium quality covers and twin-wire binding for durability and flexibility. The sturdy cardboard backing provides stability on any surface, offering ample space for writing and planning.
- Quality Assurance and Customer Service - We promptly exchange or refund your item if you encounter any quality issues or if you're not completely satisfied with our products. Simply reach out to us via an Amazon message for hassle-free assistance.
1. Create the reply template
- Create a new email message.
- Enter the subject and automatic-reply text.
- Select File > Save As.
- Enter a template name.
- Set Save as type to Outlook Template (*.oft).
- Select Save.
The usual template folder is:
C:UsersusernameAppDataRoamingMicrosoftTemplates2. Create the rule
- Select File > Manage Rules & Alerts.
- Open the E-mail Rules tab and select New Rule.
- Under Start from a blank rule, select Apply rule on messages I receive, then select Next.
- To respond to every incoming message, leave the conditions blank and select Next.
- Confirm Yes when Outlook asks whether the rule should apply to every message.
- Under What do you want to do with the message, select reply using a specific template.
- Under Step 2: Edit the rule description, select a specific template.
- In Look In, choose User Templates in File System.
- Select your template, choose Open, and select Next.
- Add exceptions if needed—for example, to avoid replying to automated messages—then select Next.
- Name the rule and leave Turn on this rule selected if it should start immediately.
- Select Finish.
To activate the rule later, go to File > Manage Rules & Alerts, select the check box beside the rule on the E-mail Rules tab, and select OK.
Important limitation: this is a client-side rule. Outlook must remain running for it to send replies. It is not equivalent to the server-based Automatic Replies feature, which can continue operating while your computer is off.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How often does Outlook send the automatic reply?
Microsoft describes the built-in automatic reply as being sent once to each person who emails you during the absence period. It is not normally sent with every message from the same person during that period.
Windows Errors? Fix Them Before They Spread
Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallOutdated Drivers Are Slowing You Down
One free scan finds every outdated or missing driver and matches the right update for your exact hardware.Free scan · exact hardware matchSources
- Microsoft: How to set up out-of-office automatic replies in Outlook
- Microsoft: Send automatic out-of-office replies from Outlook.com or Outlook on the web
- Microsoft: Enable out-of-office messages for Outlook mobile accounts
- Microsoft: Use rules to create an out-of-office message in Outlook
FAQ
Why can’t I see Automatic Replies in Outlook?
The account may not support the server-based feature. Gmail, Yahoo, and other POP/IMAP accounts are not supported by Automatic Replies in New Outlook, and the button may be absent in classic Outlook. Use a rule-based reply where supported, but remember that Outlook must remain running.
Best Value
- Feel More In Control Every Week - This undated weekly planner pad helps you map priorities, organize tasks, and stay focused without the pressure of a pre-set calendar.
- Make Planning Fun and Motivating - Vibrantly colorful design transforms this weekly planner notepad into a tool that lifts your mood while boosting productivity.
- Tear, Plan, Repeat With Ease - 52 weekly planner tear off pad sheets offer a fresh start every week and effortless organization at your desk, kitchen, school, office, or workspace.
- Built to Last Through Busy Weeks - Printed on thick, premium paper that resists ink bleed, making this weekly planner paper pad reliable for everyday use.
- Designed for Real-Life Needs - Perfect for managing work, family, school, hobbies, and personal goals. Made for teachers, parents, entrepreneurs, students, and professionals to simplify your day and keep you productive.
Do I have to set start and end dates?
No. A date range is optional. If you leave it unset, automatic replies remain active until you manually turn them off. Setting an end time is safer when you know when you will return.
Will Outlook send my automatic reply to everyone who emails me?
The built-in feature sends a reply once to each person who emails during the absence period. If you enable external replies without restricting them to contacts, messages may also go to newsletters, advertisements, and potentially junk mail.
Can a rule-based out-of-office reply work when Outlook is closed?
No. The rule-based workaround is client-side, so Outlook must be running for it to process incoming messages and send the template reply.
Free tools Windows power users keep installed
One-click scans. No signup required.
How do I turn off automatic replies?
In New Outlook or Outlook on the web, return to the Automatic replies settings and turn off the relevant toggle. In classic Outlook, select Turn off in the notification beneath the ribbon. In legacy Outlook Web App, select Don’t send automatic replies.
The Bottom Line
For a Microsoft 365 or Exchange account, use the built-in Automatic Replies setting and add an end time so it switches off automatically. Choose separate internal and external messages, and restrict external replies to contacts when possible. If the option is missing because the account is Gmail, Yahoo, or another POP/IMAP account, the Outlook rule workaround can send replies—but only while Outlook remains open.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
