How To Set Up Automatic Replies In Outlook

Microsoft 365 & Office KB-1409

Summary

This guide helps you troubleshoot and resolve: How To Set Up Automatic Replies In Outlook. Follow the steps below to fix the issue.

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Common Causes

Automatic replies—commonly known as out-of-office messages—let you send an automatic response to anyone who emails you while you are away. This is useful for holidays, sick leave, or any period when you cannot respond to messages promptly. This guide explains how to set up automatic replies in the Outlook desktop app for Microsoft Exchange accounts, including how to customise messages for internal and external recipients.

Quick Fix Steps

Open the Outlook desktop app.
Select the File tab in the top-left corner.
Click Automatic Replies (Out of Office).
Select Send automatic replies.
Optionally set a start and end time.
Type your message in the Inside My Organisation tab.
Switch to the Outside My Organisation tab and type a separate message if required.
Click OK to save.

Detailed Instructions

Before You Begin

Automatic replies in the Outlook desktop app are available for Microsoft Exchange and Microsoft 365 accounts. If you are using an IMAP or POP account, the Automatic Replies option will not appear under the File tab. In that case, you will need to configure server-side out-of-office settings through your email provider’s webmail portal, or create an Outlook rule to reply with a template (note that your computer must remain on and Outlook must stay open for rules to run).

If you are unsure which account type you have, go to File > Account Settings > Account Settings and check the Type column for your email address.

Setting Up Automatic Replies (Exchange/Microsoft 365)

Launch Outlook and ensure you are connected to the internet.
Click the File tab in the top-left corner of the window.
In the Info section, click Automatic Replies (Out of Office).
In the Automatic Replies dialog box, select the Send automatic replies radio button.
If you only want replies sent during a specific period, check the box labelled Only send during this time range, then set your start and end dates and times.
Click the Inside My Organisation tab and type the message you want colleagues and internal contacts to receive.
Click the Outside My Organisation tab.
Check Auto-reply to people outside my organisation if you want external senders to receive a reply.
Choose whether to reply to My contacts only or Anyone outside my organisation, then type your external message.
Click OK to activate your automatic replies.

You can use different wording for internal and external audiences. For example, internal messages can include alternative contact details within your organisation, while external messages should remain professional and avoid sharing sensitive internal information.

Turning Off Automatic Replies

When you return, Outlook usually displays a notification bar at the top of your inbox reminding you that automatic replies are turned on. Click Turn off in that banner, or return to File > Automatic Replies (Out of Office) and select Do not send automatic replies, then click OK.

Troubleshooting

The Automatic Replies Option Is Missing

Confirm you are using an Exchange or Microsoft 365 account. IMAP and POP accounts do not support the built-in Automatic Replies feature in Outlook desktop.
Ensure you are connected to the internet and logged into your account.
If you use Outlook via a web browser instead, log in to Outlook on the web, select Settings (gear icon) > Mail > Automatic replies.

External Recipients Are Not Receiving Replies

Verify that Auto-reply to people outside my organisation is enabled.
Check that you selected the correct scope: My contacts only or Anyone outside my organisation.
Some organisations block external automatic replies for security reasons. Contact your IT administrator if you suspect a policy restriction.

Automatic Replies Are Not Sending

Ensure the date and time range (if set) includes the current date and time.
Confirm that Send automatic replies is selected rather than Do not send automatic replies.
Restart Outlook and check that the information bar no longer indicates automatic replies are active.

If you need assistance configuring automatic replies or your account does not support the feature, you can contact our support team and we will help you. If you host with us, you don't need to do this yourself — just Open a Ticket and our Brisbane team will get it sorted.

Still Having Issues?

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