When you are unavailable for work, traveling, on leave, or working limited hours, an away message in Outlook helps set clear expectations. A well-written automatic reply tells people when you will return, whether you will be checking email, and who they should contact for urgent matters. Setting it up correctly is important because it reduces confusion, protects your time, and keeps communication professional.
TLDR: To set up an away message in Outlook, open Automatic Replies, turn on automatic replies, choose a date range, and write your message. You can create different replies for people inside and outside your organization. Before saving, check that your message includes your return date, availability, and an alternative contact for urgent issues.
What an Away Message in Outlook Does
An away message, also called an automatic reply or out of office reply, is an email response that Outlook sends automatically when someone contacts you. This feature is commonly used for vacations, business travel, medical leave, holidays, conferences, or periods of limited access to email.
In most Microsoft 365, Exchange, and Outlook.com accounts, Outlook can send replies without your computer being turned on. This is because the reply is handled by the mail server. However, if you are using certain POP or IMAP accounts, you may need to create a rule, and automatic replies may only work while Outlook is open.
Before You Begin
Before setting up your away message, prepare the information you want to include. A professional automatic reply should be clear, brief, and helpful. It should not include unnecessary personal details, but it should provide enough information for the sender to know what to do next.
- Your unavailable dates: Include when you leave and when you expect to return.
- Your response expectations: State whether you will be checking email or not.
- An urgent contact: Provide the name, role, and email address of a colleague if appropriate.
- Separate messages: Consider using one message for people inside your organization and another for external contacts.
Step by Step: Set Up an Away Message in Outlook for Windows
If you use the classic Outlook desktop app for Windows with a Microsoft 365 or Exchange account, follow these steps:
- Open Outlook. Make sure you are signed in to the correct email account.
- Select the File tab. It is located in the upper-left corner of the Outlook window.
- Click Automatic Replies. In some versions, this may appear as Automatic Replies (Out of Office).
- Choose Send automatic replies. This activates the away message feature.
- Set a time range. Check the box for Only send during this time range, then select your start and end dates and times.
- Write your internal message. Use the Inside My Organization tab for coworkers and company contacts.
- Write your external message. Use the Outside My Organization tab if you want replies sent to clients, vendors, or other external senders.
- Click OK. Outlook will save your settings and begin sending replies at the scheduled time.
Using a time range is strongly recommended. It prevents the common problem of forgetting to turn off your away message after you return. If you do not set an end time, you must manually disable automatic replies later.
Step by Step: Set Up an Away Message in the New Outlook for Windows
The new Outlook for Windows has a slightly different layout. The process is still straightforward, but the settings are located in a different area.
- Open the new Outlook app.
- Click the Settings icon. It usually appears as a gear in the upper-right corner.
- Select Accounts. Choose the email account for which you want to set an away message.
- Click Automatic Replies.
- Turn on automatic replies.
- Enable a time period. Select your start and end date if you want Outlook to manage the schedule automatically.
- Enter your message. Write the text you want senders to receive.
- Save your changes.
If you manage more than one mailbox, confirm that you are editing the correct account. Automatic replies are usually account-specific, so turning them on for one mailbox will not necessarily enable them for another.
Step by Step: Set Up an Away Message in Outlook on the Web
Outlook on the web is often the easiest place to manage away messages because the settings are directly connected to your Microsoft account or organization mailbox.
- Go to Outlook on the web. Sign in through your organization’s Microsoft 365 portal or Outlook.com.
- Open Settings. Click the gear icon in the upper-right corner.
- Choose Mail. Then select Automatic replies.
- Turn on automatic replies.
- Select a time period. Enter the beginning and ending dates and times.
- Write your reply. Add a clear internal message.
- Decide whether to reply outside your organization. If enabled, write a separate message for external contacts.
- Click Save.
Outlook on the web may also provide options such as blocking your calendar, declining new invitations during the period, or automatically declining meetings. These settings can be useful if you are away for a defined period and do not want meeting requests to accumulate.
Step by Step: Set Up an Away Message in Outlook for Mac
Outlook for Mac also supports automatic replies for Microsoft 365, Exchange, and Outlook.com accounts. The exact wording may vary depending on your version.
- Open Outlook for Mac.
- Select Tools from the menu.
- Click Automatic Replies.
- Choose the account. If you have multiple accounts, select the correct mailbox.
- Enable automatic replies.
- Set the start and end time. This is optional but recommended.
- Enter your internal and external messages.
- Save or confirm the settings.
If the option is not available, your account type may not support server-side automatic replies. In that case, check whether your organization uses Exchange or Microsoft 365, or ask your IT administrator for guidance.
Writing a Professional Away Message
Your away message should be polite, direct, and easy to understand. Avoid long explanations. The best messages give the sender the facts they need without creating unnecessary detail.
Example for internal contacts:
Thank you for your message. I am out of the office from Monday, May 6 through Friday, May 10 and will return on Monday, May 13. I will have limited access to email during this time. For urgent matters, please contact Sarah Johnson at sarah.johnson@example.com.
Example for external contacts:
Thank you for contacting me. I am currently away from the office and will return on Monday, May 13. I will respond to your message as soon as possible after I return. If your matter is urgent, please contact our support team at support@example.com.
What to Include and What to Avoid
A trustworthy away message respects both professional boundaries and information security. Be careful not to disclose sensitive details, especially in replies sent outside your organization.
- Include: return date, expected delay, alternate contact, and a courteous closing.
- Avoid: personal travel details, private phone numbers, internal project names, or confidential client information.
- Use plain language: The sender should understand the message immediately.
- Keep it current: Update the message if your return date or emergency contact changes.
How to Turn Off an Away Message
If you set an end date, Outlook should stop sending automatic replies automatically. If you did not schedule an end date, you need to turn it off manually.
- Open Outlook.
- Go to Automatic Replies. Use the same path you used to turn it on.
- Select Do not send automatic replies.
- Save the change.
After returning to work, it is good practice to send any necessary follow-up messages promptly. If you received a high volume of email, consider sorting messages by sender, subject, or importance before responding.
Troubleshooting Common Problems
If your away message is not working as expected, check the most common causes before assuming there is a larger issue.
- You are using the wrong account: Make sure the automatic reply is enabled for the correct mailbox.
- Your organization restricts external replies: Some companies block automatic replies to outside senders for security reasons.
- Your account type does not support it: POP and IMAP accounts may not offer the standard automatic replies feature.
- The time range is incorrect: Check the date, time, and time zone.
- Rules are interfering: Inbox rules may move or process messages in unexpected ways.
If you are using a workplace account and still cannot resolve the issue, contact your IT department. They can confirm whether automatic replies are enabled on the server and whether any policies affect external responses.
Final Recommendations
Setting up an away message in Outlook is a simple task, but it has a significant effect on professional communication. A clear automatic reply prevents missed expectations, reduces repeated follow-ups, and directs urgent matters to the right person.
For the best result, always set a specific time range, write separate messages for internal and external senders, and review the wording before saving. A concise, accurate, and professional away message shows respect for the sender while protecting your time when you are unavailable.