How to Set Up and Manage Out of Office Replies in Outlook

Introduction

When you're away from work, setting up an automatic out-of-office reply ensures that colleagues and clients receive timely responses. This feature allows you to inform senders of your absence and provide alternative contacts if needed.

Steps (Desktop - Outlook for Windows/Mac)

1. Open Outlook and click on File in the top menu.
2. Select Automatic Replies (Out of Office).
3. Choose Send automatic replies and set the start and end time (optional).
4. Under the Inside My Organization tab, type your message for colleagues.
5. Under the Outside My Organization tab, type a different message for external contacts if needed.
6. Click OK to save.

Steps (Outlook Web - Outlook on the Web/OWA)

1. Log into Outlook Web.
2. Click on the gear icon (⚙) in the top-right corner.
3. Select View all Outlook settings > Mail > Automatic Replies.
4. Turn on Automatic replies and set the duration (optional).
5. Enter your response messages for internal and external contacts.
6. Click Save.

Conclusion

Automatic replies ensure smooth communication while you're unavailable. It prevents missed emails and guides senders to alternate contacts.