How to Set an Away Message in Outlook

Outlook is a widely used email platform across both personal and professional domains. Whether it’s planning a vacation, taking a leave of absence, or stepping away for a few days, setting an away message in Outlook ensures that important contacts are informed about your unavailability. This article walks through the step-by-step process of setting an automatic reply in Outlook, across both the application and the web version.

TL;DR:

Setting an away message in Microsoft Outlook can help manage expectations when you’re unavailable. Use the “Automatic Replies” function, commonly referred to as Out of Office assistant, to notify colleagues and clients while you’re away. The process differs slightly between desktop and web versions, but both are simple to configure. Don’t forget to include dates, alternate contact details, and a brief status update in your message.

Understanding Automatic Replies in Outlook

Outlook’s “Automatic Replies” functionality allows users to set customized responses that are automatically sent to incoming emails during a specific period. These messages serve as a temporary autoresponder, letting others know that you’re not currently available and may not respond immediately.

Many professionals rely on these messages to maintain communication transparency. Set it once, and Outlook ensures no query goes unanswered, even when you’re away. The process can be slightly different depending on whether you’re using the Outlook desktop app, Outlook on the web, or Outlook for Mac.

How to Set an Away Message in Outlook (Desktop App)

For users with Microsoft 365, Outlook 2019, Outlook 2016 or later, the steps are as follows:

1. Open Outlook and click on the File tab in the top-left corner.
2. Click Automatic Replies (Out of Office).
3. Select Send automatic replies.
4. To specify the date and time range, check Only send during this time range, and enter start and end times.
5. Type your message in the boxes labeled Inside My Organization and Outside My Organization.
6. Click OK to activate the automatic reply.

Pro Tip: It’s a good practice to set different messages for internal and external contacts. Internal messages can include project-specific info, while external responses should be more general and professional.

Configuring Auto Replies in Outlook Web Version

If you’re using the web version of Outlook (Outlook.com or Outlook on Office 365), setting your away message is equally straightforward.

1. Open a browser and log into Outlook.com.
2. Click the gear icon in the upper-right corner to open Settings.
3. Search for or click View all Outlook settings at the bottom.
4. Navigate to Mail > Automatic Replies.
5. Toggle on Automatic replies on.
6. You can set the start and end date, and compose your reply in the message box.
7. Click Save to enable the away message.

Bonus Feature: You can also check the box to block your calendar automatically or decline new invitations during your away period.

Setting Away Messages in Outlook for Mac

If you’re on a Mac, Outlook still supports automatic replies, although options may appear slightly different based on the version.

1. Open Outlook.
2. Go to Tools in the top menu.
3. Select Out of Office.
4. Check the box Send automatic replies for account and configure your desired text.
5. Specify the timeframe and whether replies should be sent to people outside your organization.
6. Click OK to activate the response.

If these settings do not appear, consider using the web version of Outlook from your Mac.

Tips for Writing Professional Away Messages

Here’s what an effective automatic reply should include:

• Your return date: Let people know when to expect a response.
• Alternate contact: Provide details of a colleague they can reach for urgent matters.
• Thank you note: Thank the sender for their email and understanding.

Example:

Hello,
Thank you for your email. I am currently out of the office and will return on [Date]. During this period, I will have limited access to email. If your matter is urgent, please contact [Name] at [Email Address].
Thank you for your understanding.
Best regards,
[Your Name]

Advanced Outlook Auto-Replies Using Rules (Optional)

If you want more control over which messages trigger auto-replies, use Rules in combination with Outlook templates.

How to do it:

1. Create a custom email template as your away message.
2. Go to Rules > Manage Rules & Alerts.
3. Set up a new rule that applies to incoming messages and uses the custom template as an auto-reply.

Note: This workaround is primarily useful for accounts that don’t connect to Exchange servers and lack the built-in auto-reply function.

When Should You Set an Away Message?

Use Outlook’s automatic responses during:

• Vacations and holidays
• Business trips
• Medical leaves
• Extended meetings or training programs

This keeps communication professional and uninterrupted for your contacts, even if you’re offline.

Common Mistakes to Avoid

• Forgetting to set an end date: You may forget to turn it off manually.
• Over-disclosing personal data: Avoid giving exact travel plans or locations.
• Not specifying an alternate contact: It’s essential for client-driven environments.
• Using informal tone: Keep all away messages professional and respectful.

Conclusion

Setting an away message in Outlook is simple, but extremely valuable for maintaining professionalism and communication clarity. Whether you’re stepping away for a weekend or taking a long vacation, this tool ensures your contacts are informed of delays and know who else to reach out to if needed. Remember to adjust your message content to suit the audience—internal or external—and consider using advanced rules for more personalized replies.

Frequently Asked Questions (FAQ)

Q1: Can I set an out-of-office reply from my mobile device?

Yes. Open the Outlook mobile app, go to Settings > your account > Automatic Replies, and configure your message.

Q2: What happens if I don’t set a date range?

Outlook will continue sending automatic replies indefinitely until you manually disable them.

Q3: Can I set different messages for different people?

Not directly, but using rules and templates you can create conditional auto-replies based on criteria such as sender or subject.

Q4: Are automatic replies sent to every email I receive?

No. Outlook usually sends one automatic reply per sender per session (every time you enable automatic replies) to avoid spamming.

Q5: Will I still receive messages while out-of-office replies are on?

Yes. The replies don’t block incoming emails; they only notify senders of your absence.