Going away? Setting up automatic replies in Outlook takes less than two minutes and saves you from a pile of awkward follow-ups when you return. Here is exactly how to do it properly, across desktop, web, and mobile, so you can leave with confidence.

How to Set Up Automatic Replies in Outlook (Desktop)

Open Outlook on your Windows or Mac computer. Click File in the top left corner, then select Automatic Replies (Out of Office) from the menu. If you do not see this option, your account may use a different setup, and you will need a rule-based workaround instead.

In the Automatic Replies window, select Send automatic replies. Tick the box labelled Only send during this time range and choose your start and end date. This step is important. Setting a date range means your replies switch off automatically when you return, so you do not have to remember to log back in and turn them off.

You will see two tabs: Inside My Organisation and Outside My Organisation. Write a separate message for each. Your internal message can be more direct and include details like who to contact for urgent requests. Your external message should be professional, brief, and free of anything sensitive. Click OK and you are done.

How to Set Up Out of Office in Outlook on the Web

Go to outlook.office.com and sign in with your Microsoft 365 account. Click the Settings gear icon in the top right corner. In the search bar inside Settings, type “automatic replies”, or navigate to Mail > Automatic replies.

Toggle on Turn on automatic replies. You can set a specific time range here as well, which works the same way as the desktop app. Fill in your internal and external messages in the separate fields provided, then click Save. The change takes effect immediately.

How to Set It Up on the Outlook Mobile App

Open the Outlook app on your iPhone or Android device. Tap the menu icon (three horizontal lines) in the top left corner, then tap the Settings gear at the bottom of the menu. Scroll down and select your email account from the list.

Tap Automatic Replies and toggle it on. Enter your message in the text field provided. Note that the mobile app may only display a single message field, depending on your account type. If you need separate internal and external messages, it is best to set those up on desktop or via the web version before you leave. Mobile is fine for quick edits on the go.

Internal vs External: Why You Need Two Messages

Sending the same message to everyone is a missed opportunity. Your colleagues know the team structure and how things work. They need to know your backup contact and your exact return date, and nothing more. External senders, including clients and suppliers, need something warmer and more professional. Avoid sharing internal names, team processes, or business details in your external reply. Keep the two messages distinct and purpose-built for their audience.

What to Include in a Good Out of Office Message

A solid out of office message covers three things: when you will be back, who to contact in the meantime, and a brief professional sign-off. That is genuinely all you need.

Include:

• Your specific return date
• One or two backup contacts for urgent matters
• A brief note about expected response times if relevant

Leave out:

• Personal holiday details (nobody needs to know you are in Bali)
• Excessive apologies or hedging language
• Long explanations of your workload or current projects
• Sensitive business information

Using Copilot to Write Your Out of Office Message

If your business uses Microsoft 365 with Copilot, you can skip the blank-page problem entirely. Copilot can draft a professional out of office reply in seconds from a simple prompt. Try something like this:

“Write a professional out of office email reply. I am away from 5 May to 12 May 2026. For urgent matters, please contact Sarah at [email protected]. Keep it short, friendly, and no longer than four sentences.”

Copilot will generate a clean, polished draft straight away. You can paste it directly into your Outlook settings or adjust the tone to match your style. This works especially well if you are pressed for time before heading off.

If your team is not yet using Copilot for Microsoft 365, the productivity gains across everyday tasks like this are worth exploring. It is one of those tools that pays for itself quickly once people start using it properly.

Common Mistakes to Avoid

Forgetting to turn it off. Always set a date range instead of toggling the reply on manually. Automatic replies that keep running after you return create confusion and look unprofessional to clients.

Too much information in the message. Your out of office does not need to explain everything happening in the business. A short, clear reply is far more effective than a wall of text.

Not separating internal and external messages. Internal and external contacts have different needs. Taking an extra thirty seconds to tailor each message avoids oversharing and makes a better impression on clients.

Using vague language about your return. Saying “I will respond as soon as possible” is not helpful. Give a specific return date so people know exactly what to expect and can plan accordingly.

Want to Get More Out of Microsoft 365?

If your team is not getting full value from Outlook, Teams, or Microsoft 365, there is usually a straightforward fix. Otto IT works with professional services firms across Australia to help them use the tools they already pay for more effectively. Features like Copilot, shared calendars, and automated workflows can save hours each week when set up properly.

Get in touch via our contact page or book a time with our team to talk through what is possible for your business.

Frequently Asked Questions

How do I set up out of office in Outlook?

In the desktop app, go to File > Automatic Replies. In Outlook on the web, open Settings and search for “automatic replies”. Set your time range and write your message, then save. The full process takes less than two minutes.

Does Outlook turn off automatic replies automatically?

Yes, if you set a date range when turning it on. Without a date range, you will need to log back in and turn it off manually when you return to the office.

Can I set a different message for internal and external senders?

Yes. Both the desktop app and the web version let you write separate messages for people inside your organisation and people outside it. This is the recommended approach for most workplaces.

What should I put in my out of office message?

Include your return date, a backup contact for urgent matters, and a brief note about response times. Keep the rest short and professional. Avoid sharing personal plans or sensitive business details.

Can Copilot write my out of office message for me?

Yes. If you have Microsoft 365 with Copilot enabled, you can give it a simple prompt and it will generate a polished draft in seconds. You can then copy it straight into your Outlook settings.