Summary / Purpose

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

Pre-Requisites

• Outlook installed on Mac
• Microsoft 365 or Exchange-based email account
• Active internet connection

Instructions

Step 1: Determine Your Outlook Version

1. Open Outlook on your Mac.
2. Go to Outlook > About Outlook.
3. If there’s a toggle labeled New Outlook in the top right, you can switch between versions. If not, you're using Classic Outlook.

Step 2: Set Up Auto-Reply

Classic Outlook for Mac:

1. From the top menu bar, go to Tools > Out of Office.
2. Select Send automatic replies.
3. (Optional) Set a Start time and End time.
4. Enter your message in both the internal and external reply fields.
5. Click OK or Save to apply the settings.

New Outlook for Mac:

1. Click the Settings (gear icon) in the top-right corner.
2. Select Mail > Automatic Replies.
3. Enable the Automatic replies toggle.
4. (Optional) Set your Start date and End date.
5. Paste your auto-reply message into the text box.
6. Choose whether to send replies to people outside your organization.
7. Click Save to activate the auto-reply.

Step 3: Use the Standard Auto-Reply Message

Use the following message template. Replace placeholder text with your specific details and include your standard email signature:

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 for Mac will automatically send your out-of-office message to senders based on the time frame and rules you configured.

Troubleshooting

• Issue: You don't see the "Out of Office" option under Tools
  Solution: Confirm you are using Classic Outlook. If not, switch versions using the toggle in the upper-right corner.
• Issue: External contacts are not getting replies
  Solution: Make sure you have enabled the option to send replies to people outside your organization.

Related Articles

• None currently available

Reference Information

Applies to: All Employees using MacOS

Tags: Email, Outlook, Mac, Auto-reply

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