Do you take time off from work? This could be for a vacation, recovery from illness, or going to a conference. It is very important to tell others that you will not check emails. Outlook has a feature for automatic out-of-office (OOO) replies. This feature makes it easy to do this. This guide shows how to set it up in Outlook for Mac, Windows, web, or mobile.
Have you ever come back to many urgent messages and confused colleagues? An automatic out-of-office reply can stop this from happening.
Why should you use OOO replies? They help manage expectations. They also protect your professional image while you are not available. This feature is useful for many situations, like:
Annual leave or personal time Sick days Parental leave Business trips Conferences Training sessions And many more. When you activate an out-of-office reply, you inform colleagues, clients, and partners about your absence. This small action can improve your work communication a lot.
Setting Up Automatic Out-of-Office Replies in Outlook
It is easy to set an automatic response in Outlook. This works for web, Windows, Mac, or mobile versions. This guide helps you turn on this feature in all versions of Outlook.
Using Outlook.com
Start with the basics. You can make automatic replies using Outlook’s web app. Follow these steps:
Step 1: Log in to Outlook.
Step 2: Go to the Settings menu.
Step 3: Look for Mail > Automatic replies.
Step 4: Turn on automatic replies by choosing Turn on automatic replies.
Usually, Outlook will keep sending your out-of-office replies until you turn them off. To avoid forgetting to turn them off after you come back, set your OOO replies to start and stop on certain dates and times.
Step 5: Check the box for Send replies only during a time period. First, set your start date and time. Then, set your end date and time.
Step 6: Choose if you want to block your calendar. If you do, write an event name like “Vacation,” “Out of Office,” or “Annual Leave.” This helps colleagues see your availability for meetings.
You also can make Outlook decline new invites during your absence. You can cancel all meetings that are already scheduled at this time.
Step 7: Write your out-of-office message. Keep it short and professional. Tell the sender you are not available, say when you will be back, and give an alternative contact.
Step 8: Click Save.
That is all. Outlook will send automatic replies to anyone who messages you during that time. This lets your colleagues, clients, and partners know you are not there.
Using Outlook for Mac
Are you using the desktop version of Outlook? There are a number of differences between the old Outlook and the new Outlook. Here is how to set up out-of-office replies in Microsoft Outlook for Mac.
Step 1: Open Outlook for Mac.
Step 2: Go to Tools > Automatic Replies.
Step 3: Choose Send automatic replies for this account.
Step 4: Write an out-of-office message for your coworkers.
Step 5: To set the start and end dates for your automatic replies, choose Send replies only during this time period and write the dates you want.
Step 6: If you want to notify people outside your organization, you must select Send replies outside my organization. Then, you write the message for external contacts.
Step 7: Click OK to save your settings.
You are all set now. You have successfully turned on automatic replies in Outlook for Mac. You can use this feature to let colleagues, friends, and customers know you are away. They will know you will get back to them later.
Using Outlook for Windows
Does Outlook for Windows seem difficult to you? Check out the best alternative to Outlook. Do you want to enable out-of-office automatic replies in Outlook for Windows? You can follow these steps:
Step 1: You need to launch Outlook.
Step 2: You select the File tab.
Step 3: You go to Info and then click on Automatic Replies.
Step 4: In the new window that pops up, you must choose Send automatic replies.
Step 5: You type your out-of-office message into the provided text box.
Step 6: If you want to set a specific period, you check Only Send during this time frame and pick your start and end dates.
Step 7: You hit OK.
That is all. From now on, anyone who sends you an email will receive your out-of-office message automatically. Enjoy your break!
Using Outlook for Mobile
If you are away from your computer, there is no worry. You can easily set up out-of-office replies using the Outlook mobile app on your Android or iOS device. Here is how:
Step 1: You launch the Outlook app on your mobile device.
Step 2: Tap the profile icon in the upper-left corner.
Step 3: You access Settings by tapping the gear icon in the lower-left corner.
Step 4: You choose the Outlook account for which you need to set an out-of-office reply.
Step 5: You select Automatic Replies.
Step 6: You enable Automatic Replies and type your out-of-office message.
Step 7: If you want to schedule your replies, you tap on Reply during a time period and set your start and end times.
Step 8: You confirm your settings by tapping the checkmark in the upper-right corner. You are all ready! Your out-of-office replies are now working in the Outlook mobile app. You can relax and enjoy your time off. Outlook will take care of your emails.
Out-of-Office Reply Templates for Outlook Users
Do you need help with your out-of-office message? Here are some templates for you. Choose one that fits your situation and set it up in Outlook for your automatic reply.
Template #1: Vacation
Subject: Out of Office: [Your Name]
Hi,
Thank you for your message. I am out of the office on vacation now. I will not check my email until [return date]. My access to email is limited during this time.
For any urgent issues, please reach out to [name] at [email] or [phone number].
I will reply to your email as fast as I can when I return.
Best,
[Your Name]
Template #2: Sick Leave
Subject: Out of Office: [Your Name]
Hello,
Thank you for your email. I am out of office because of illness. I will not be available until [return date]. I will have limited access to my email during this period.
For any urgent matters, please contact [name] at [email] or [phone number].
I appreciate your patience. I will get back to you as soon as I return.
Best,
[Your Name]
Template #3: Business Trip
Subject: Out of Office: [Your Name]
Hello,
Thank you for your message. I am on a business trip now. I will be out of the office until [return date]. My email access will be not regular, so my response may be slow.
For urgent issues, please contact [name] at [email] or [phone number].
I will respond to your email when I return. Best regards,
[Your Name]
Automate your communication with these best business email example templates. Set automated responses for fluent and uninterrupted communication.
Wrapping Up
This guide is short. It explains how to set up out-of-office replies in different versions of Outlook. It includes Mac, Windows, mobile, and web. We also include templates for different situations.
Do you want more options? We offer more professional and light-hearted email templates for out-of-office. They can suit your needs. You can explore them for more inspiration!
Good luck with your emails!