How to Set Up Out Of Office Replies in Microsoft Outlook


Whether you’re on annual leave, off sick or in an all-day meeting, setting an automated response is a handy way to let people know your response time might be a little slower than usual.

This guide will show you how to set up out of office replies in Microsoft Outlook.

Alternatively, you can watch the video or download the PDF guide with screenshots by clicking the link below.

Download the guide

Step 1 – Logging In

Open your browser and log in to and using the app menu on the left, open Outlook.

Step 2 – Settings

Once you’re in Outlook, head to the top right-hand corner and click on the gear icon.

This will open the settings menu, where you can search for automatic replies.

Step 3 – Activation

Click ‘Automatic Replies’.

On this screen, click the toggle bar so that automatic replies are turned on. Then check the tickbox underneath to set the dates and times.

Step 4 – Blocking Calendar Invites

You can also change your calendar settings when you are out of office, including blocking your calendar out, declining new meetings and deleting/cancelling any pre-existing meetings during this period.

Step 5 – Writing Your Message

If you scroll down, you will see a text box where you can personalise your out-of-office message.

NB: This message will only be sent to email domains within your organisation.

To send messages outside of your organisation, you will need to click the ‘send replies outside your organisation’ checkbox below.

Once you click this button, another text box will appear below.
You can copy the same message as the first box, or personalise it.

Once you have finished writing your message(s), click ‘Save’ and voila – your automatic replies are on.

In Doubt? Give Us a Shout!

If you’re one of our lovely clients and you’re stuck turning on automatic replies, don’t fret!

Pop one of our friendly techs an email at or give us a call on 01225 426800 where we’ll be happy to help.

Download Guide

Are you a looking for IT Support for your business?

Get in touch via our Contact form or call us on 01225 426 800

Business Directory
Business Directory listing for IT support provider Systemagic