Step-by-step guide for Outlook on the web, Outlook desktop, and the mobile app. Plus a copy-paste message — and how to make your auto-reply actually route urgent matters to the right person instead of just notifying senders that you're gone.
Outlook web: Settings (gear) → Mail → Automatic replies → toggle on → set dates → write message → Save. Desktop: File → Automatic Replies → Send automatic replies → set dates → message → OK. Mobile: Settings → your account → Automatic Replies. Setup takes 2 minutes. Pair the auto-reply with a routing URL like yourname.outofofficepro.com so urgent matters reach the right person while you're gone.
Click the gear icon in the upper-right corner of Outlook web.
Click Mail in the settings sidebar, then Automatic replies.
Toggle "Turn on automatic replies". Check "Send replies only during a time period" and set start/end dates.
Optional: check "Block my calendar for this period" if you want meetings auto-declined while you're out.
Outlook lets you write separate messages for inside-organization and outside-organization senders. Use the rich-text editor — basic formatting (bold, links) works.
Include your OutOfOfficePro URL on its own line for emergencies. Senders tap, get the right person, and your reply is no longer just a passive notification.
Click Save. Automatic replies are now active. A purple banner at the top of your inbox confirms they're on; click it any time to disable manually.
In Outlook desktop, click File in the top menu, then Automatic Replies (Out of Office).
If you don't see "Automatic Replies," your account isn't on Exchange. Use the web version above.
Click Send automatic replies. Check Only send during this time range and set start/end dates.
Two tabs: Inside My Organization (for colleagues) and Outside My Organization (for everyone else). Click each tab and write the appropriate message.
Done. Outlook desktop will sync the setting to all your devices.
Tap your account icon in the upper-left → tap the gear icon at the bottom-left.
Pick the email account, then tap Automatic Replies.
Standard. Same setup as desktop, condensed for mobile.
Out of office until [return date]
Hello, Thank you for your email. I am out of office from [start date] until [return date] and will not be checking email during this time. For urgent matters, please go to [yourname].outofofficepro.com — you'll be routed to the right person automatically based on what you need. I will respond to your message in the order received upon my return. Best regards, [Your name]
Need a different tone? Generate one in 30 seconds with our free tool — formal, warm, playful, brief, or firm.
The setup above is the table stakes. The next step is putting a routing URL in the body so callers can actually reach the right person — without you in the loop. Free for one page. $9.99/month for unlimited dispatches, custom domain, white-label, and the post-trip digest. Three minutes to set up.
Set up your routing page →Outlook sends one auto-reply per sender per cycle (default: every 24 hours). It won't reply to mailing lists or senders flagged as spam.
Yes. Set the start date in the future when configuring; Outlook activates automatically on that date.
Inside: people in your Exchange/Workspace organization. Outside: everyone else (clients, vendors, personal contacts). Use a more detailed inside message and a brief outside one.
Outlook desktop's "Automatic Replies" feature requires Exchange. If you're on a non-Exchange account (e.g., a Gmail account configured in Outlook), use the web version instead, or set up a server-side rule.
Yes. Outlook's reply editor supports clickable links. Type the URL and Outlook auto-links it. Get your URL free.