How to Set Up an Out-of-Office Message in Outlook?

You've been waiting for it for a long time, and now it's finally here: your week of skiing starts today! But before you head off to hit the slopes, there's one essential setting you need to adjust. Can you guess what it is? We're talking about the out-of-office message, of course.

This automatic email, sent when you're not in the office, ensures continuity in your communications and lets your correspondents know you'll get back to them. Whether you need to add your name, phone number, or other contact information, setting up this message properly is crucial for maintaining professional communication.

Today, we're offering a quick guide to setting up your automatic reply in Outlook, regardless of your device.

What Is an Out-of-Office Message Template for Outlook?

An out-of-office message is an email that is automatically sent to every message that arrives in your inbox. Written and set up in advance, it clearly informs your contacts that you are unavailable. It also reassures them by specifying your return date and offering alternatives in the meantime.

But what is the ideal template for an out-of-office message? First, check out our best examples of out-of-office messages, as well as detailed advice on what information to include in your automatic reply.

In general, regardless of your reason (summer vacation, sick leave, maternity leave, etc.), always follow these recommendations:

• Indicate your absence from the office in the subject line of your email.
• Specify your return date and a range of dates during which you will be unavailable.
• Briefly explain the reason for your absence.
• Include your name and, if appropriate, a phone number for urgent matters requiring immediate assistance.
• Suggest alternatives, such as another contact information for a colleague who can help.
• Simply thank your correspondent for their patience and understanding with a polite closing like "Thanks" or "Best regards."

Including these elements allows you to remain professional (even when you are not in the office) and to make it clear to your correspondents that you have not abandoned them.

How Do I Set Up an Automatic Reply in Outlook?

Have you created your Outlook email account and now want to set up an automatic reply? We will detail the procedure for your device (computer or smartphone) in the following sections, but regardless of your hardware, the steps are essentially the same.

Go to the settings or preferences (depending on your device and version of Outlook), then find the section dedicated to automatic replies. Write your out-of-office message following the writing guidelines, then set it for the desired period. That's all there is to it: the message will be sent automatically to every email you receive.

How Do I Create an Out-of-Office Reply in Outlook?

Here's how to configure an out-of-office message in Outlook depending on your software version and device. Whether you're using Windows 98 powered by a dynamo or the latest smartphone, you deserve an automatic reply that matches your communication style!

Please note: even though we have tried to describe the different settings for each version of Outlook, you may not find exactly the same commands and tabs as those mentioned here. In this case, look for a similar command/tab.

Outlook Web Out-of-Office Message

Old Version

If you're a fan of tradition and wary of updates of all kinds, you may be using an old version of your web browser and, therefore, an older version of Outlook. Here's how to set up your out-of-office message/auto-reply:

1. Go to Outlook.com.
2. Log in to your Outlook account by clicking Sign in at the top right of the window.
3. Click on the gear icon, also at the top right.
4. Go to Options.
5. In the menu on the left, go to Organize email > Automatic replies.
6. Enable Send automatic replies.
7. Set the period during which the message will be activated.
8. Write your message. You can create a separate message for your internal contacts and another message for that audience of external contacts. Include your name, and for urgent matters, provide a phone number or alternative contact information.
9. Select Save.

New Version

1. Go to the Outlook Web App.
2. After logging into your Outlook account, click on the gear icon among the options at the top, then click on View all settings.
3. Go to Mail, then Automatic Replies.
4. Enable the Turn on automatic replies option.
5. Set your absence period by checking your calendar for this period to ensure accuracy.
6. Write your internal and external absence message (if necessary). You can customize the message in other ways, such as adjusting the color of the text to match your branding. Don't forget to include your name and closing regards.
7. Click Save or use the box at the bottom to confirm.

Absence Message on Outlook 365

To make your life easier, Outlook is also available in a desktop version in the Microsoft 365 suite. Here's how to set up an out-of-office message in Outlook 365 latest version on PC and Mac.

On Microsoft Windows

1. Under the View tab, click Show Settings, represented by a gear icon.
2. Go to Accounts > Automatic Replies.
3. Check this box/select this option to enable automatic replies.
4. Choose Send replies only during a specific time period, and enter the start and end dates/times for activation.
5. Write your internal message under Send automatic replies within your organization. Include your name, a polite "Thanks" for their understanding, and your regards. For urgent matters, mention a phone number or colleague's contact information who can provide immediate assistance.
6. To send messages to people during the time you're away outside your organization, click Send replies outside your organization.
7. Finish by clicking Select Save.

On Mac

1. In Outlook, click Tools, then Automatic Replies.
2. Enable the Send automatic replies option.
3. Enter the activation period and write your message, including your name and phone number for urgent matters.
4. If necessary, write a separate message for your external contacts with appropriate regards.
5. Select OK to save.

Out-of-Office Message on Outlook Mobile

Are you more of a nomad? It is also possible to set up an out-of-office message on the Outlook mobile app. Here's how!

On iPhone

1. In your Outlook app, click on your profile icon (usually at the top left).
2. Click on Settings (gear symbol).
3. Choose your account.
4. Click on Automatic replies.
5. Enable automatic replies.
6. Set the activation period—check your calendar for this period to avoid conflicts with new invitations for events.
7. Write your message (internal and external, if necessary). Include your name, phone number for urgent matters, and close with "Thanks" and warm regards.
8. Finish by clicking on Select Save.

On Android

1. Open the Outlook app and click on the profile icon.
2. Open the settings (gear symbol).
3. Select your account.
4. Click Automatic replies.
5. Enable automatic replies.
6. Enter your period of absence and write your internal and external message. Be sure to include your name, a phone number for urgent matters requiring immediate assistance, and appropriate regards.
7. Click the ✔️ button to Select Save.

How Do I Add or Change an Out-of-Office Message in Outlook?

To display or modify an absence message in Outlook, the steps vary slightly depending on the version of the application:

Once there, you can easily update your message to reflect specific needs, adjust your contact information, or modify the color of the text to better represent your brand.

Can I Set Up Multiple Out-of-Office Messages in Outlook?

Are you bursting with inspiration and want to set up multiple out-of-office messages?

Unfortunately, Outlook doesn't allow this... However, you can choose to preset an automatic reply for your internal contacts (e.g., your colleagues) and your external contacts, creating a separate message tailored to each group's specific needs.

How Do I Remove an Out-of-Office Message in Outlook?

You're back at the office, your mind full of wonderful memories from your vacation... It's time to disable or delete your automatic reply. This usually takes just a few hours to set up again if needed, so don't worry about the process!

Here's how to do it:

My Outlook Out-of-Office Message Isn't Working: What Should I Do?

Is your out-of-office message not working?

Check and adjust the following settings:

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New skill acquired! You now know how to set up an out-of-office message in Outlook in just a few simple steps. And for effective communication, learn how to create an impressive Outlook email signature.