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How to Set an Out of Office Message in Outlook (Every Version)
You are heading out, and you want Outlook to tell people you are away. The good news: setting an out of office message in Outlook takes about two minutes. The catch most guides skip: whether you even *see* the easy “Automatic Replies” button depends on your account type. Let me walk you through every version, then show you what to do if that button is missing.
Key Takeaways
• In classic Outlook desktop, go to File > Automatic Replies (Out of Office), toggle it on, set a date range, and write your message.
• The Automatic Replies (Out of Office) option only appears for Exchange / Microsoft 365 accounts. The server sends replies even when Outlook is closed.
• For a standard IMAP or POP account, Outlook has no built-in out-of-office. Set the auto-reply at your email host (webmail/cPanel) instead.
• Write separate messages for people inside and outside your organization.
• Always include your return date, who to contact in your absence, and when you will reply.
How do I set an out of office message in classic Outlook desktop?
If you have a work account (Microsoft 365 or Exchange), this is the proper, server-side method. Follow these steps in order:
- Open Outlook on your desktop.
- Click File in the top-left corner.
- Select Automatic Replies (Out of Office).
- Choose Send automatic replies.
- Tick Only send during this time range, then set your start and end date and time. This schedules everything so replies switch off automatically when you return.
- In the Inside My Organization tab, type the message your colleagues will see.
- Click the Outside My Organization tab and write a second, often more formal, message for external contacts. You can choose whether to reply to My Contacts only or anyone outside.
- Click OK.
That is it. Because the Exchange server handles the replies, your message goes out even when your computer is off and Outlook is closed. This is the reliable, “set it and forget it” option.
Tip: Setting a date range is better than toggling on and off manually. You will not forget to disable it, and replies stop the moment you are back.
Why don’t I see the “Automatic Replies” button in Outlook?
This is the part that trips people up. The Automatic Replies (Out of Office) option only appears for Exchange and Microsoft 365 accounts. If you connect Outlook to a regular IMAP or POP email account (for example, an address on your own domain or a personal mailbox), that menu item simply will not be there.
Here is the insight that saves you a frustrating afternoon: whether you have the easy “Automatic Replies” button at all comes down to account type, not Outlook version. For Exchange/Microsoft 365, the mail server itself sends the away replies, so it works around the clock regardless of whether your PC is on. For a standard IMAP/POP account, Outlook has no native out-of-office engine. You *can* fake it with a desktop Rule plus a template, but that only fires while your computer is awake and Outlook is running. The dependable fix is to set the auto-reply (the vacation responder) at your email host level in webmail or cPanel, where the server sends it no matter what your computer is doing.
Option A: Set the auto-reply at your email host (recommended for IMAP/POP)
Most email hosts include an autoresponder or vacation reply feature in the control panel. Do this:
- Log in to your webmail or hosting control panel (cPanel).
- Find Autoresponders (often under the Email section).
- Click Add Autoresponder.
- Set the interval, start time, and stop time.
- Enter the subject and body of your away message.
- Save.
The server now answers on your behalf, every hour of every day, with zero dependence on Outlook.
Option B: Build a Rule + template in Outlook (only if the PC stays on)
If you cannot use a host-level autoresponder, here is the desktop workaround:
- Write a new email with your away message, then File > Save As > Outlook Template (.oft).
- Go to File > Manage Rules & Alerts > New Rule.
- Choose Apply rule on messages I receive, click Next (you can leave conditions blank to reply to everything).
- Tick reply using a specific template and select your saved template.
- Finish and turn the rule on.
Warning: This only works while your computer is powered on and Outlook is open. Close the laptop and the replies stop. That is why Option A is the better path.
How do I set automatic replies in new Outlook and Outlook on the web?
The new Outlook for Windows and Outlook on the web share the same path:
- Click the Settings gear (top right).
- Go to Accounts > Automatic replies.
- Toggle Automatic replies on.
- Tick Send replies only during a time period and set your start and end dates.
- Type your message in the box.
- Optionally, tick Send replies outside your organization and write a separate external message.
- Your changes save automatically.
How do I turn on out of office in the Outlook mobile app?
On your phone or tablet:
- Open the Outlook mobile app.
- Tap your profile icon, then the Settings gear.
- Tap the account you want.
- Tap Automatic Replies.
- Toggle it on, choose Reply to everyone or only my organization, and type your message.
- Tap the checkmark to save.
Note: mobile Automatic Replies also depends on an Exchange/Microsoft 365 account. An IMAP account in the mobile app will not show this option either.
Which out-of-office method matches your Outlook setup?
Use this table to pick the right route fast:
| Outlook version | Exchange / Microsoft 365 account | Non-Exchange (IMAP / POP) account |
|---|---|---|
| Classic Outlook desktop | File > Automatic Replies (server-side, works when PC is off) | No built-in OOO. Use a Rule + template (PC must stay on) or set it at your email host |
| New Outlook for Windows | Settings > Accounts > Automatic replies | Option missing. Set the auto-reply in webmail / cPanel |
| Outlook on the web | Settings > Accounts > Automatic replies | Use your host’s webmail autoresponder instead |
| Outlook mobile | Settings > account > Automatic Replies | Option missing. Set it at your email host |
The pattern is clear: Exchange/Microsoft 365 gives you the built-in button everywhere. For any other account, your email host is the reliable place to set it.
What makes a good out of office message?
A strong away message is short and answers three questions. Include:
- The dates you are away — “I am out of the office from June 27 until July 5.”
- Who to contact instead — give a name and email for urgent matters.
- When you will respond — “I will reply to your message when I return on July 6.”
Keep it brief and professional. Skip the detailed travel itinerary. Here is a clean template you can paste in:
Thank you for your email. I am out of the office until [date] with limited access to email. For urgent matters, please contact [name] at [email]. I will respond to your message when I return. Thank you for your patience.
For external replies, drop internal jargon and keep the tone formal.
How DarazHost helps you stay reliably out of office
If you run email on your own domain through an IMAP account, the host-level autoresponder is your most dependable out-of-office tool, and that is exactly where DarazHost email hosting shines.
DarazHost includes an autoresponder / vacation-reply feature in cPanel, so you set your out-of-office at the server level. Replies send automatically even when your computer is off and Outlook is closed, on your own professional domain. It works right alongside Outlook over IMAP, so your inbox stays synced while the server quietly handles your away messages. With reliable email delivery and 24/7 support, you can step away knowing every sender gets a prompt, professional reply. See to set up your autoresponder.
How do I turn off automatic replies?
In classic Outlook, click the banner that says “Automatic Replies are being sent” and choose Turn off, or go back to File > Automatic Replies and select Do not send automatic replies. If you set a date range, it switches off on its own at the end time. In new Outlook and on the web, go to Settings > Accounts > Automatic replies and toggle it off. For a host-level autoresponder, delete or disable it in cPanel.
Frequently asked questions
Why is the Automatic Replies option greyed out or missing in Outlook? Your account is not an Exchange or Microsoft 365 account. IMAP and POP accounts do not support built-in automatic replies in Outlook. Set the auto-reply at your email host instead, or use a Rule with a template.
Will my out of office reply send if my computer is turned off? For Exchange/Microsoft 365 accounts, yes, because the server sends replies. For an Outlook desktop Rule + template on an IMAP account, no, your PC must stay on. A host-level autoresponder always sends regardless of your computer.
Can I send different messages to coworkers and outside contacts? Yes. In classic Outlook’s Automatic Replies window, the Inside My Organization and Outside My Organization tabs let you write two separate messages. New Outlook offers a separate external-reply option too.
How do I schedule out of office in advance? Tick Only send during this time range (classic) or Send replies only during a time period (new Outlook/web) and set start and end dates. Replies begin and end automatically. See .
Does Outlook out of office reply to every email or just once per sender? Exchange/Microsoft 365 typically sends one reply per sender during the active period, avoiding loops. Host-level autoresponders let you set an interval (for example, once every 24 hours) per sender.
