Pack that sunscreen and put on those sunglasses, because it’s time for a getaway. Just one thing left to do and that’s switch on your Out of Office. Let customers and colleagues know you’re away and who they should contact.
How to Set Up an Out-of-Office Reply in Microsoft Outlook
Outlook has different versions, so the steps are slightly different depending on whether you use the New Outlook, Outlook on the web, or Classic Outlook.
New Outlook for Windows and Outlook on the Web:
If you use the newer Outlook layout, follow these steps:
- Open Settings – Click the Settings gear icon in the top-right corner of Outlook.
- Find Automatic Replies – In the settings menu, select Accounts, then choose Automatic replies. If you have more than one email account, make sure you select the correct account first.
- Turn on Automatic Replies – Switch on Turn on automatic replies.
- Choose When the Reply Should Be Sent – If you only want the message to appear while you are away, select Send replies only during a time period. Then choose your start and end dates and times. You can also use the optional settings to block your calendar or automatically decline meeting invitations while you are away.
- Write Your Out-of-Office Message – Type your message in the text box. Keep it short and helpful. For example, let people know that you are away, when you will return, and who they should contact if something is urgent.
- Add an External Reply – Want customers or people outside your organisation to receive a message too? Select Send replies outside your organization, then enter the message you want external contacts to see.
- Save Your Changes – Click Save to turn on your automatic reply.
Classic Outlook for Desktop:
If you are using the older Classic Outlook desktop app, the process is a little different.
- Open the File Menu – Click File in the top-left corner of Outlook.
- Select Automatic Replies – Click Automatic Replies (Out of Office).
- Turn on Automatic Replies – Select Send automatic replies.
- Set a Time Period – If you want Outlook to automatically turn the reply off when you return, select Only send during this time range. Choose the start and end dates and times. If you leave this option unchecked, your automatic reply will remain active until you manually turn it off.
- Write Your Messages – Use the Inside My Organization tab for the message your coworkers will receive. For customers and other people outside your organisation, open the Outside My Organization tab, enable the option, and write your external message.
- Click OK – When you’re happy with your settings, click OK. Your out-of-office reply is now active.
Keep Your Out-of-Office Message Simple
A good automatic reply doesn’t need to be long. Include three basic things:
- The dates you will be away.
- When you expect to respond.
- An alternative contact if someone needs immediate help
For example: Thanks for your message. I’m currently out of the office and will return on Monday. I’ll respond as soon as possible when I get back. If you need immediate assistance, please contact [alternative contact].
Final Tip
Before you leave, it’s worth sending yourself a test email from another account to make sure your automatic reply is working as expected. Whether you use New Outlook, Outlook on the web, or Classic Outlook, setting up an out-of-office message only takes a few minutes—and it can save you from having to explain your absence one email at a time.
We regularly update the Tech Tips with new articles and advice from the IT West team so be sure to check back for the latest technical tips, tricks and guidance from our team of business IT experts.
