Summary / Purpose

This article explains how to configure automatic "Out of Office" replies in Microsoft Outlook for Windows, including both Classic and New Outlook versions.

Pre-Requisites

• Outlook installed on a Windows device
• Microsoft 365 or Exchange-based email account
• Active internet connection

Instructions

Step 1: Determine Your Outlook Version

1. Open Outlook.
2. Go to File > Office Account.
3. If you see a toggle for New Outlook, you can switch between versions. If not, you are using Classic Outlook.

Step 2: Set Up Auto-Reply

Classic Outlook for Windows:

1. Click File in the top-left corner.
2. Select Automatic Replies (Out of Office).
3. Check Send automatic replies.
4. (Optional) Set a Start time and End time.
5. Enter your auto-reply message in the Inside My Organization tab.
6. Repeat the message in the Outside My Organization tab if needed.
7. Click OK to save.

New Outlook for Windows:

1. Click the Settings (gear icon) in the top-right corner.
2. Select Mail > Automatic Replies.
3. Toggle Automatic replies on.
4. Set your start and end dates (optional).
5. Enter your auto-reply message.
6. Choose to send replies to people outside your organization if applicable.
7. Click Save.

Step 3: Use the Standard Auto-Reply Message

Use the following standard message and replace bracketed items with your information:

Hello,

Thank you for your message. I am currently out of the office with limited access to email and will return on [Insert Return Date].

During this time, if you need immediate assistance, please contact [Backup Contact Name] at [Backup Email].

For general inquiries, you can also reach our office at 888.859.0888.

I’ll respond to your message as soon as possible upon my return.

Thank you,
[Your Name]
[Insert Your Standard Email Signature]

Expected Result

Outlook will automatically send your out-of-office message to email senders during the time frame you specified or until manually turned off.

Troubleshooting

• Issue: The “Automatic Replies” option is grayed out
  Solution: This feature is only available for Microsoft 365 or Exchange accounts. Verify your account type in Outlook settings.
• Issue: External recipients aren't receiving replies
  Solution: Make sure the “Outside My Organization” reply setting is enabled and contains the proper message.

Related Articles

• None currently available

Reference Information

Applies to: All Employees using Windows

Tags: Email, Outlook, Windows, Auto-reply

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