How to Set an Away Message in Outlook (Desktop/Web & Mobile Guide)

Setting an out of office message in Outlook is the best way to maintain professional communication while you’re away. In this blog, you'll learn how to set an away message in Outlook on desktop, web and mobile devices, options, along with tips, examples and troubleshooting steps to make your emails smarter. This guide teaches how to use Outlook Automatic Reply feature to stay connected while on vacation, traveling or working remotely.

What is an Out of Office Message in Microsoft Outlook?

The Out of Office feature (or OOO in Outlook) is a handy tool that automatically replies to your emails when you're unavailable. You can choose to send responses to everyone who emails you or just to people in your organization. Plus, you can set specific dates and times for when these automatic replies should start and stop, so everyone knows when you'll be away.

lHow to Recall an Email in Outlook

Purpose of an Out of Office Message in Microsoft Outlook

The main purpose of setting up an Outlook email away message is to give everyone a friendly heads-up that you're away, so no one’s left hanging or wondering where you vanished.

• Manages Expectations: A vacation message in Outlook alerts senders that you are unavailable and explains why you will not reply immediately. 
• Provides Alternatives: You may specify where people can find other contacts or sources for urgent needs during your absence. 
• Maintains Professionalism: The Outlook Away Message setup ensures a courteous and professional reply to avoid misunderstandings about why you have not responded.

Key Features of MS Outlook Away Message

When you set Out of Office in Outlook app, you get options like custom replies, time limits, audience control and lets you stay organized and professional.

• Customizable Message: You type the text of the message, which may include your date of return and contact number. 
• Time-Limited: You may specify a start and end date during which the automatic replies shall be sent. 
• Audience Control: You have the choice of sending the auto-reply to all or just to individuals within your organization. 
• Calendar Management: You may also block your calendar and reject new meeting invitations while you are away.

“Explore: How to recall an email in Outlook”

When To Use an Away Message Outlook

It's a good move to set up an Out of Office Outlook message whenever you're out, like on vacation, at some work event, or just slammed with back-to-back meetings. It's easy, thoughtful and super professional. Setting up away message in Outlook keeps things clear so nobody's left stressing over why you're not answering.

1. Extended Absences 

• Activate an Outlook Out of Office Reply for all planned long-term leaves like vacations, maternity/paternity leave, and sabbaticals.
• Informs colleagues and clients of absenteeism and anticipated return.

2. Medical or Sick Leave

• Set an away message in Outlook when absent due to illness or mental health reasons.
• Communicates unavailability to colleagues and stakeholders.
• Maintains transparency regarding health-related absences.

3. Conferences and Company Events

• Use an out-of-office response when attending conferences, workshops or official company events.
• Notifies others that you are engaged in work-related activities offsite and may have delayed response times.

4. Short-Term Off-Site Commitments

• For appointments (e.g., doctor visits) or extended meetings, use an away notification.
• Prevents confusion about delayed replies during shorter, but important, absences.

5. Emergency or Unplanned Absences

• Use an away notification for appointments (e.g., doctor visits) or extended meetings.
• Prevents confusion regarding delayed replies during short-term absences.
• Clarifies availability during important but brief commitments.

How to Put an Away Message on Outlook for Windows

To set an Outlook Out of Office message for Windows, navigate to File > Automatic Replies > Send automatic replies, compose your message, set a time range and select to send replies both within and outside your organization. Here’s how to turn on Out of Office in Outlook!

• Open Outlook: To setup MS Outlook away message, open the Outlook app on your desktop.

• Find the Automatic Replies: Tap the File tab in the top-left corner and Select Automatic Replies (Out of Office). 

• Turn On Automatic Replies: When Automatic Replies dialog box appears, choose Send automatic replies. 

Set a time range: Tick the box for Only send during this time range and set the dates and times for your out-of-office window if you want to avoid endless “I’m away” auto-replies after you’re back.

• Write Your Message:

For coworkers:

Click the Inside My Organization tab to write what your colleagues will see.

For everyone else:

Switch to the Outside My Organization tab and type your message for people outside your company (clients, vendors, your aunt who keeps emailing your work address - whoever).

• Activate: Click OK to save. That’s it! Your Outlook Out of Office reply is live. Go do literally anything but work. Outlook’s handling the rest.

How to Set an Away Message on Outlook for Mac

To set up Out of Office reply in Outlook for Mac, open Outlook > Tools > Automatic Replies. Select your account checkbox, type your message, set a date range and click OK to activate automatic reply. Here’s how to set vacation message in Outlook!

• Open Outlook: Open the Microsoft Outlook app on your Mac. 

• Find the Automatic Replies Setting: Head to the top menu bar. Click on Tools and select Automatic Replies from the dropdown. 

• Pick the Right Account: If you have more than one email account, ensure you select the one you want to set the auto-reply for. 

• Turn On Automatic Replies: Tick the box that says Send automatic replies. 

• Write Your Away Message: Type your message in the box provided.  

Set the Time Frame (If You Want): Tick Send replies during this time period. Enter your start and end dates. Outlook will take care of the rest, so you can relax. 

Configure External Replies (Optional): Click Send replies outside my organization, and then choose between sending to Only to my Contacts or All external senders. 

• Save Your Settings: Hit OK to save your new Outlook Out of Office settings.

That's it! You're all set. Go enjoy your time off, and let Outlook handle the emails while you kick back. 

How to Set Auto Response in Outlook Web App (OWA / Outlook.com)

To turn on out of office outlook message in the Outlook web app, Go to web app > tap Settings icon (gear)> select View all Outlook settings > go to Mail > Automatic replies, enable the feature and then type your message. Here’s how to do that:
Sign in: Sign in to Outlook on the web (Outlook.com).

• Tap Settings: Click Settings icon and select View all Outlook settings. 

• Navigate to Mail: Go to Mail, tap Automatic replies and turn on the Automatic replies switch. 

• Set a Timeframe (If You Want):

Check the box for “Send replies only during this time period.”

Plug in the dates and times you want.

• Write Your Message: Type your message in the box under Send automatic replies inside your organization. 

Optional: Notify People Outside Your Company

If you want people outside your company to know you’re out.

Check the checkbox for Send replies outside your organization and type a separate message for them.

• Click Save: Tap Save to apply changes. you’re all set! Now you can ignore emails guilt-free while you’re away.

How to Leave an Out of Office Message in Outlook Mobile App(Android/iPhone)

To set an Outlook away from office message in your Android or iPhone app, tap your profile icon > select Settings > choose your email account > tap Automatic Replies. Toggle the switch to On and save settings.

• Open Outlook: To set up OOO in Outlook, go to the Outlook app and open Menu by tapping your profile icon in the top left corner.
•  Find Setting: Scroll down and hit the gear icon for Settings.
• Choose Your Email Account: From the Settings menu, pick the email account where you want to set up your away message.
• Turn On Automatic Replies:  Scroll until you find Automatic Replies and tap it.

Flip the switch to turn it on. 

• Set Your Away Dates (Optional): Tap Reply during a time period. Set your start and end dates.
• Write Your Away Message: Type in your Out-of-Office message. Keep it simple or get creative - it’s up to you.
• Save and Activate: Save your settings.

Best Practices for Writing an Effective Outlook Away Message

When you use an Out of Office Outlook setup, writing your reply the right way is just as crucial as actually activating it. Here are a few straightforward tips to help you create an effective and professional away message.

1. Keep It Professional and Polite

When you set up your out of office message, it's important to keep it polite and respectful. Even if you’re not at your desk, the way you communicate still counts. A well-written away message Outlook leaves a positive impression and helps clear up any confusion.

2. Include Dates of Absence and Return

In Outlook, specify the exact dates of your out of office setup to ensure clear communication and anticipate responses from others.

3. Provide Alternative Contact Information

If you're stepping away from your inbox for a while, it's only fair to leave people a backup contact, especially if someone needs urgent help. Adding this detail to your Out of Office Outlook setup shows responsibility and keeps communication smooth.

4. Use Different Messages for Internal vs External Contacts

Using the Out of Office feature in Outlook, you can have one message for your colleagues and another for external people. This will ensure your Outlook is set up with the correct away message .

5. Add a Personal Touch (Optional)

It's important to stay professional, but adding a friendly note to your Out of Office message can really warm it up. If you're on vacation, for instance, you could mention that you'll get back to them after your trip. Just a small personal touch can make your away message feel much more human.

Examples of Professional Outlook Away Messages

A thoughtful and well-crafted MS Outlook away message really helps keep your communication clear and professional. Check out the examples below to see how you can tailor your away message to fit your specific situation.

1. Short and Simple Example

Subject: Out of Office

Hello, I am currently out of the office and will return on [Date]. I will respond to your email after I’m back. Thank you.

(Perfect for a quick and straightforward away message Outlook.)

2. Formal Corporate Example

Subject: Out of Office Notification

Thank you for your email. I am out of the office from [Start Date] to [End Date] and will have limited access to email. For urgent matters, please contact [Alternative Contact Name & Email].

(Ideal for a professional Out of Office Outlook setup in corporate settings.)

3. Friendly & Casual Example

Subject: I’m Out of the Office

Hi there, thanks for your message! I’m currently away from the office until [Date]. I’ll get back to you as soon as I return. If it’s urgent, you can reach [Alternative Contact]. Have a great day!

(Works well when using a casual Out of Office setup in Outlook for colleagues or friends.)

4. Customer Support / Business-Specific Example

Subject: Out of Office - Customer Support

We appreciate your email. Our support representative [Your Name] is out of the office from [Start Date] to [End Date]. For immediate assistance, please contact support@company.com

 or call [Phone Number]. We’ll get back to you as soon as possible after the return date.

(Best for service teams that need a professional Outlook automatic reply for clients.)

Troubleshooting – Outlook Auto Reply Not Working

Sometimes the Outlook automatic reply may not work the way you expect. Here are simple fixes to get your Out of Office Outlook setup running smoothly.

Confirm Connection to Exchange or Microsoft 365

• The automatic Away Message in Outlook only functions if your account is connected to Exchange or Microsoft 365.
• If your device is offline or using a standard email provider, automatic replies will not be sent.

Review Outlook Rules and Filters

• Existing rules or filters may block Out of Office messages.
• Check your Outlook settings to ensure no custom rules are interfering with automatic replies.

Ensure Outlook Is Updated

• Running an outdated version of Outlook can cause issues with Out of Office functionality.
• Update Outlook to the latest version to minimize errors and ensure compatibility.

Clear Cache and Re-Sign In

• Cached data may prevent the Out of Office feature from working correctly.
• Clear your Outlook cache and sign back in to resolve potential issues.

Contact IT Support (For Enterprise Users)

• For users on enterprise email systems, unresolved issues may require IT intervention.
• Contact your IT support team if Out of Office automation is still not functioning after troubleshooting.