How to Set an Out of Office Reply in Outlook

Setting Up Out of Office in Outlook

When you are away from work, an automatic out of office reply lets people know you are unavailable and when they can expect a response.

Outlook Desktop (Windows)

Step 1: Open Automatic Replies

• Open Outlook
• Click File in the top menu
• Click Automatic Replies (Out of Office)

Step 2: Configure Your Message

• Select Send automatic replies
• Optionally set a date range by checking Only send during this time range
• Enter your start and end dates
• Type your message in the Inside My Organisation tab

Step 3: Set External Replies (Optional)

• Click the Outside My Organisation tab
• Check Auto-reply to people outside my organisation
• Choose whether to reply to contacts only or everyone
• Type your external message

Step 4: Save

Click OK to activate your out of office reply.

Outlook on the Web (Office 365)

Step 1: Access Settings

• Go to outlook.office.com and sign in
• Click the Settings gear icon (top right)
• Click View all Outlook settings

Step 2: Find Automatic Replies

• Click Mail in the left menu
• Click Automatic replies

Step 3: Configure Your Reply

• Toggle Turn on automatic replies
• Optionally set a time period
• Enter your message
• Click Save

Tips for Good Out of Office Messages

Include:

• When you will return
• Who to contact for urgent matters
• Alternative contact details if appropriate

Example Message:

Thank you for your email. I am currently out of the office and will return on [date]. I will have limited access to email during this time.

For urgent matters, please contact [colleague name] at [email/phone].

I will respond to your email upon my return.

Need Help?

If you are having trouble setting up your out of office reply, contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.