How to Set Up an Out-of-Office Auto-Reply

How to Set Up an Out-of-Office Auto-Reply

An out-of-office reply lets people know you are unavailable and when to expect a response. You can set different messages for people inside your organization and external senders. Setting this up before a vacation or absence prevents unnecessary follow-ups.

Outlook Desktop (Windows)

  1. Open Outlook and go to File > Automatic Replies.
  2. Select Send automatic replies.
  3. Check Only send during this time range and set your start and end dates. This ensures the auto-reply turns itself off automatically.
  4. Type your message in the Inside My Organization tab. Include when you will return and who to contact in your absence.
  5. Click the Outside My Organization tab, check Auto-reply to people outside my organization, and type an appropriate external message. Keep this brief and avoid sharing sensitive internal details.
  6. Click OK.

Outlook on the Web

  1. Go to outlook.office.com and click the gear icon.
  2. Select View all Outlook settings > Mail > Automatic replies.
  3. Turn on automatic replies, set your time range, and enter your messages for internal and external senders.
  4. Click Save.

Best Practices

Always set a scheduled end time so auto-replies do not continue indefinitely after your return. In your external message, provide the name and contact information of a colleague who can handle urgent requests. Avoid including details about why you are away.

Need help? Submit a ticket and a CMO IT Services technician will assist you.

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