How to Set Up Out-of-Office (Automatic Replies) in Outlook? A Beginner’s Guide

“How to set up out-of-office in Outlook?” -If you’re searching for the respective query, you must have been going on that much-needed vacation. Or, it could be anything, but one thing is certain: you’re going to be unavailable for a long time.

In such a scenario, Outlook’s Automatic Replies proves to be a super-practical tool. It allows you to create an out-of-office message. A pre-written reply that will be sent automatically on your behalf to your colleagues and contacts during your absence.

So, that’s a quick introduction to an OOO message. Now, let’s jump straight to the steps to set up out-of-office in Outlook.

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How to Set up Out-of-Office in New Outlook?

Here are the easy steps to configure out-of-office in New Outlook. The given steps are for both Windows and Mac. Also, keep in mind that the new version has a distinct interface from the classic one. So, the steps may differ.

1. Open Outlook New >> Click View tab (top menu bar) >> choose View Settings.
2. Click Accounts >> toggle on Automatic Replies.
3. In the Text box, type your out-of-office message >> hit Save.

Optional Steps:

When setting up an out-of-office reply in the new Outlook, you will come across some optional steps. These additional settings will add more nuance to your automatic reply.

This will be the new order of Steps if you enable additional settings.

1. Open Outlook New >> Click View tab (top menu bar) >> choose View Settings.
2. Click Accounts >> toggle on Automatic Replies.
3. Enable the “Send replies only during the time period” feature and set start and end dates. It will set the duration of your automatic reply.
4. Turn on the “Send replies outside your organization” option to add an external message. It will send the replies to the people outside your organization.
5. Other additional settings:

• Block my calendar for this period: This option disables the ability for others to book time slots on your calendar.
• Automatically declines new invitations for events occur during this period: Enabling it will discard new meeting invites during your unavailability.
• Decline and cancel my meetings during this period: This option will reject new and existing meetings

Lastly, in the Text box, type your out-of-office message >> click Save.

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How to Set up Out-of-Office in Outlook Classic? (Windows and Mac)

Want to set up an OOO message in the Outlook Classic app? Follow the steps shared below.

On Windows

1. Open Outlook Classic >> click File >> hit Automatic Replies/Out of office.
2. Next, set the date range >> Type out your OOO message for internal recipients. You can also create a separate message for external recipients.
3. Lastly, review all the information >> hit OK/Save.

Note: if you couldn’t find the respective option, try searching for it under the Info option

On Mac

1. Go to Outlook >> hit Tools >> select Automatic Replies (in the toolbar).
2. Set the date range >> Add your OOO message for internal/external recipients >> click OK/Save.

Pro-tip: To ensure your OOO message is delivered the way you wanted, send a test message from a different account. And, if experience delay in receiving emails, check out how to fix Outlook slow to load emails.

How to Set up Out-of-Office in Outlook on the Web/Outlook 365? Quick Steps

Apply the easy steps listed down to activate an out-of-office in Outlook on the web/Outlook 365.

1. Go to Outlook 365 >> hit Settings (gear icon) >> click Accounts >> enable Automatic Replies.
2. Choose the date range >> insert your OOO message for internal/external recipients >> click OK/Save.

How to Set up Out-of-Office in Outlook Mobile? (iOS and Android)

“How to set up Out-of-Office in Outlook on iPhone or Android devices?” – looking for a satisfactory answer to this query. Follow the mere steps below, and you will be able to set up an OOO in Outlook mobile.

1. Open Outlook app >> press Profile icon (top-left corner).
2. Hit Settings (gear icon) >> select Mail Account.
3. Tap and toggle on Automatic Replies >> enable Reply during a time period >> set the start and end dates.
4. Type down your message in the Reply to Everyone box. 
   

   Note: You may see an extra field depending on your account type. This respective space is for inserting a different reply for people in your organization only.

    

5. Enable,

• Block my calendar to set an OOO calendar event only for the respective period.
• Clear my calendar to discard or decline new and existing meetings when you’re not available.

Lastly, check the Checkmark box to save the settings.

How to Set up Out of Office on Outlook Calendar? Simple Steps

You can also take one step further and set up your out-of-office on Outlook calendar. It results in transparency with your availability; no meeting conflicts.

So, let’s see how to add an OOO on Outlook Calendar.

1. Go to Outlook Calendar on any Outlook version.
2. Select and create a new event on your will-be-unavailable days.
3. Set the event as per preference (All day, Specific time period).
4. Choose Out of Office ( in the Show as/ status option, depending on the Outlook version).
5. Insert the title for your OOO >> Add additional details in the event body >> hit Save.

How to Set up Out of Office in Microsoft Teams? (From Profile and Teams)

MS Teams and Outlook are well-connected programs. It means, if you’re thinking that you may have to create and set up a separate OOO message for teams, you can relax!

As OOO is added in the Teams app will automatically appear in Outlook and vice versa. Also, the MS Teams app is capable enough to fetch the “OOO” status directly from the calendar events highlighted as out-of-office.

From Your Profile:

1. Open Microsoft Teams >> click or tap Profile Picture (top-right corner).
2. Select Set Status Message >> hit Schedule out of Office (bottom of the dialog box).
3. Enable Turn on automatic replies >> insert the OOO reply in the text box.
4. Optional Settings:

• Enable Send replies outside my organization– it will automatically reply to external contacts.
• Enable Send replies only during a time period to set the OOO for a certain period

Finally, click Save.

From Teams Settings:

1. Open MS Teams>> select Settings and more >> click Settings >> hit General.
2. Double-click the Schedule button (scroll down to the Out of Office section).
3. Click the Schedule button>> enable Turn on automatic replies >> insert the OOO reply in the text box.
4. Optional Settings:

• Enable Send replies outside my organization- it will automatically reply to external contacts.
• Enable Send replies only during a time period to set the OOO for a certain period.

Finally, hit Save.

Best Ready-to-use Out-of-Office Templates

Confused about how to get started with out-of-office, especially for different scenarios? Here are the 10 polished, ready-to-use OOO templates. Simply copy the template, insert your information in the brackets, and set up an out-of-office email smoothly.

Conclusion

An out-of-office message is an automatic reply in Outlook. It is created to keep your peers and contacts informed while you’re unavailable. The whole purpose of setting up an OOO message is to keep everyone in the loop with OOO messages.

So, if you’re setting an out-of-office in Outlook for the first time, you can wrap it up in a few minutes. From activating automatic replies, blocking calendar, to syncing your status in Teams.

Simply apply the easy steps given in this tidy step-by-step guide and stay stress-free while you’re away!