Automatic replies tell people you’re away so they aren’t left waiting. This guide covers Outlook on the web, following Microsoft Support.
Turn on automatic replies
- Select Settings at the top right, then go to Accounts > Automatic replies.
- Turn on the Turn on automatic replies toggle.
- Optional: select Send replies only during a time period and enter start and end times. Without a time period, replies stay on until you turn them off.
- Optional calendar options: Block my calendar for this period, Automatically decline new invitations for events that occur during this period, or Decline and cancel my meetings during this period.
- Type your message in the box. Use the formatting options at the top to change font, colour and styling.
- Optional: select Send replies outside your organization so external senders get your reply.
- Select Save.
If your screen looks different (classic Outlook on the web)
- Go to Settings > Account > Automatic replies and choose Send automatic replies.
- The time option is labelled Send replies only during this time period.
- The external option is Send automatic reply messages to senders outside my organization.
- Finish with OK instead of Save.
Turn them off
You only need to do this if you didn’t set a time period. Go to Settings > Account > Automatic replies and switch the Automatic replies on toggle off. In classic Outlook on the web, choose Don’t send automatic replies.
Good to know
- Each person who emails you gets only one automatic reply while you’re away.
- Microsoft’s page doesn’t cover the new Outlook for Windows app in detail; it links to separate articles for Outlook for Windows, Mac, and Android/iOS.
- The page doesn’t mention a “contacts only” option, and doesn’t explain how the calendar options affect meetings you’ve already accepted beyond the “decline and cancel” option’s name.
What to put in the message
- The dates you’re away and when you’ll reply
- Who to contact for urgent matters
- A tone suited to external readers if you turn on external replies
Quick checklist
- Toggle on and message written
- Time period set so replies end automatically
- Calendar options chosen deliberately
- External replies enabled only if wanted
