Setting an Out of Office Message in Outlook (Desktop & Mobile)

This guide explains how to set up an automatic Out of Office reply in Microsoft Outlook for both internal (colleagues) and external (people outside your organisation) emails. You can also schedule a start and end date so it runs automatically during the holiday period (e.g., 19 December – 5 January).

1. Outlook on Desktop (Windows or Mac)

Step 1 – Open the Automatic Replies Window

1. Open Outlook.

2. Go to the File tab (top left), or click the settings icon on the top right side toolbar

3. Select Automatic Replies (Out of Office).

Step 2 – Turn On Automatic Replies

1. In the pop-up window, select Send automatic replies or Turn on automatic replies.

2. Tick Only send during this time range.

3. Set the Start time to 19 December and the End time to 5 January.

Step 3 – Enter Internal and External Messages

1. Under the Inside My Organization tab, type your internal message, for example:

   Thank you for your email. Our Studio is closed over the Christmas and New Year period, re-opening Monday 5 January 2026. 
   
   Some projects will continue to operate, if you are one of the clients affected you will have had direct communications from your project team, and this does not apply to you.
   
   Wishing you a Happy New Year, and I look forward to working with you in 2026.

2. Click the Outside My Organization tab, tick Auto-reply to people outside my organization or Send Replies outside your organisation, and enter your external message, for example:

   Thank you for your email. Our Studio is closed over the Christmas and New Year period, re-opening Monday 5 January 2026. 
   
   Some projects will continue to operate, if you are one of the clients affected you will have had direct communications from your project team, and this does not apply to you.
   
   Wishing you a Happy New Year, and I look forward to working with you in 2026.

3. Click OK to save.
   
   

2. Outlook Mobile App (iOS/Android)

Step 1 – Open Settings

1. Open the Outlook mobile app.

2. Tap your profile icon (top left).

3. Tap the gear icon (Settings) at the bottom.

Step 2 – Enable Automatic Replies

1. Under Mail accounts, choose your work account.

2. Tap Automatic replies.

3. Toggle Automatic replies to On.

4. Choose Send replies only during a time period and set the Start and End dates (19 December – 5 January).

Step 3 – Enter Your Messages

1. Enter your internal reply message.

2. If available, enter a separate external message (note: on mobile, this may show as “Reply to everyone outside my organization”).

3. Save and exit.

Notes & Tips

• Make sure both internal and external messages are set.

• If you’re unsure whether it worked, send yourself a test email from a personal (non-work) account.

• You can update or cancel the Out of Office at any time by repeating the steps.