Automatic Replies (Out of Office) in Outlook
### Outlook on the Web (OWA)
1. Go to outlook.office.com
2. Settings (gear) → View all Outlook settings → Automatic replies
3. Toggle **Turn on automatic replies**
4. Optionally set a **date range** (auto-turns off)
5. Write separate messages for:
- Inside your organisation
- Outside your organisation
6. Save
### Outlook Desktop (Windows)
1. File → Automatic Replies (Out of Office)
2. Select **Send automatic replies**
3. Set date range if desired
4. Type messages for inside/outside org
5. Click OK
### Outlook Mobile App
Settings → tap your account → Automatic Replies → toggle On → enter message
### Tips for a Good Out-of-Office Message
A professional message includes:
- Dates you are away
- When you will respond
- Alternate contact for urgent matters
- Your name and title
**Example:**
> Thank you for your email. I am out of office from [date] to [date] and will reply on my return. For urgent matters, please contact [name] at [email] or [phone].
### Admin: Set Out-of-Office for Another User
Exchange Admin Centre → Mailboxes → Select user → Automatic replies → Enable and set message
Useful when an employee is unexpectedly absent.
### Turning Off Automatic Replies
Outlook Web: Settings → Automatic replies → Toggle off
You will also see a yellow banner in Outlook when auto-reply is active — click to turn off quickly.
### Common Issues
- **Only replies to first email per sender:** This is by design — Outlook sends one auto-reply per sender per session
- **Not sending externally:** Check "Send replies to senders outside my organisation" is enabled