How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (2023)

Outlook offers an array of customization features to personalize the experience and one of them is Auto Reply while you’re out of the office or on break from work. Out-of-office (ooo) replies come in handy to let the people know you’re unavailable and at the same time, you can leave a short message, whatever suits you. This will clear things for the people who need you and take a decision.

Table of contents

We’ve covered two different ways to set up an auto-reply on Outlook for IMAP or POP Email Accounts and for Microsoft Exchange accounts. Let’s see, how to do it.

Also Read: How To Set Out of Office in Outlook Calendar.

(Video) How to Set Out of Office in Outlook

How to Set Up Automatic Reply on Outlook

Automatic Reply (000) in Outlook iPhone & Android:

Keep your Outlook app updated on your Phone from the iOS app store and Android Play Store. then follow the below steps for enabling Automatic Reply on Outlook when you are offline for a few days.

1→ Open Outlook App on your phone, Tap on the Profile icon at the top left corner of the screen.

How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (1)

2→ Then, Tap on the Settings gear icon to see more settings of your mail account.

3→ Now, Tap on your Account that is signed in with. and see the Automatic Replies option.

How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (2)

4→ Enable Automatic Replies toggle and Type your message that you want to send while you are not in the office.

How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (3)

These settings are also manageable to Other Cross-platform OS and Devices like Mac or PC; follow the below steps.

Set Out of Office Outlook For Android

Outlook app user interface is the same for both iOS and Android mobile apps. Look at the below steps on the android outlook app and Turn on Automatic reply with Out of Office message from account settings.

1→ Open Outlook app on your android mobile. Go to Outlook Settings under the Outlook icon at top right corner of the app screen.

2→ Tap on Account name > and Tap on Automatic replies.

(Video) How to set up Auto Reply to Email - Mac

3→ Select “Reply during a time period“. Choose Start date & End Date. and Tap on done with True button at top right corner.

That’s it. Now on all devices (Web, Mac, Windows, iPhone app), Outlook will notify that Automatic Replies Turn on, and Turn off from the inbox directly with the Top notification ribbon.

Automatic Reply in Outlook Mac & PC:

Compatible Outlook Versions: Outlook 2007, Outlook 2010, Outlook 2013, Outlook 2016, Outlook 2019, Outlook for Microsoft 365, and Office for business.

Way to Set up Automatic Reply in Outlook for Mac

  1. Open the Outlook Mac app and Go to the Top menu, Tools > Automatic Replies.How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (8)
  2. Select Account from the left side of the window for that Setup Automatic reply for a specific time, Select “Send automatic replies for account “

Now, Select “Reply once to senders within my organization” Type in the Message box what you Auto-reply in Automatic message.

  1. Now, Choose a specific time to Auto-Reply your email while you are not working, or Holiday or Out of the office.
  2. The next option is to, Send replies outside my organization from an Outlook account, there are another two choices, first is “Send only to my Contacts” and second is “Send to all external senders” then type the Message reply for the Outside organization or unknown that is not in your contact.How to Set Out of Office Outlook iPhone, Android, Mac & PC (Auto) (9)
  3. Click on Ok to save the changes,

Now, Repaset the same process for Other added email accounts in the outlook app on Mac.

How do I know Auto-Reply is on? Turn off Auto-Reply on Outlook Mac

While we open the Outlook app on Mac, the Notification bar will see the alert message about auto-Reply is on for your account. Turn off or Manage Auto-Reply settings with Option “Automatic replies are on for”.

Turn off or Change Settings when we want.

For Windows

  1. Go to the Outlook App on your PC.
  2. Click on the File located on the top menu bar on PC Windows.
  3. Select Automatic Replies.
  4. Outlook 2007: Choose Tools and then Out of Office Assistant.
  5. Note: If you can’t find the Automatic Replies option, then jump to the next section and use Rules and Alerts to set up and enable out of office message replies.
  6. Choose Send automatic replies.
  7. If you’re sure to use the Automatic Reply for a certain time then, set the Start time and End time. Or else, manually you can turn this off.
  8. While selecting the Inside My Organization, compose the message to send it as an auto-reply. And if you select Outside My Organization, then the auto-reply will be sent to all the Emails such as Newsletters, Promotions, and more. That’s why always select My Contacts.
  9. Click OK.

Method 2: Using Rules and Alerts (For IMAP or POP (i.e. Gmail, Yahoo Mail))

Step 1: Create a Template

  1. Open Outlook.
  2. Click on New Email.
  3. Enter the Subject and compose the Message to tell the recipient that you’re currently unavailable. In the same message, you can also tell them about the time when you’re going to reply to them.
  4. Once you’re done with composing the message, click on File.
  5. Choose Save As.
  6. In the Save as type menu, select Outlook Template (*.oft).
  7. Rename the template indicating that it is an automatic reply or out-of-office template, so the next time you want to update the message it will be easy to locate on PC.
  8. Click Save and close the windows.

Step 2: Set Up Rules and Alerts for Automatic Reply

(Video) How to setup Automatic replies in Phone Outlook app

  1. Click on File and select Info.
  2. Click on Manage Rules & Alerts.
  3. Make sure to choose Email Rules
  4. And in the Apply changes to this folder option, select the Email ID for which you’re setting up automatic replies.
  5. Click New Rule.
  6. The Rules Wizard dialog box will appear, from there select Apply rule on messages I receive under the Start from blank rule header.
  7. Click Next.
  8. Select Where my name is in the To box option in Step 1: Select condition(s).
  9. Click Next.
  10. Again in Step 1: Select action(s) section, choose reply using a specific template.
  11. Now it’s time to choose the template that you’ve composed earlier, to do so, click on a specific template link in the same dialog box but under Step 2: Edit the rule description (click an underlined value).
  12. Click on the Look In menu and choose User Template in File System.
  13. Click on the template that you’ve created and then click Open.
  14. Select Next.
  15. Now you should see the Rules Wizard box with Are there any exceptions? message, click except if it is an automatic reply, and click Next.
  16. When Step 1: Specify a name for this rule, provide the name to this auto-reply rule.
  17. And in Step 2: Setup rule options, click on Turn on this rule option to activate this rule immediately or leave it unchecked.
  18. Plus select the Create this rule on all accounts option, if you want to use the same rule for other Email accounts.
  19. Click Finish.
  20. Click OK to close the dialog box.

Note: Outlook will use this auto-reply rule once for each Email address, and the second auto-reply will work when the next session of Outlook becomes active meaning when it is closed and re-opened.

Related Readings

  • How to set an out of office in Outlook For Windows, Web, and Mac
  • 9 Fixes Exchange Calendar Not Syncing With Mac Ventura

HowToiSolve Staff Author

Jaysukh Patel is the founder of howtoisolve. Also self Professional Developer, Techno lover mainly for iPhone, iPad, iPod Touch and iOS, Jaysukh is one of responsible person in his family.Contact On: [OR]


Can you automatically set out of Office in Outlook? ›

Set up an automatic reply

Select File > Automatic Replies. Note: For Outlook 2007 choose Tools > Out of Office Assistant. In the Automatic Replies box, select Send automatic replies. Optionally, set a date range for your automatic replies.

How do I turn on out of Office in Outlook for Iphone? ›

In Outlook for iOS and Android, you can set up Out of Office replies for Microsoft 365, Exchange, Exchange (Hybrid), and accounts. To set up out of the office replies, tap Settings, tap your account, tap Automatic Replies, and then toggle the switch on.

How do I automate out of Office in Outlook app? ›

How to Setup Out of Office in Outlook on an Android
  • Launching the Outlook app on your Android.
  • Select the Home button at the top left corner.
  • Enter Settings.
  • Choose the account to set up “out of office” responses.
  • Tap on Automatic Replies under the title of the account to open a new window.
Nov 2, 2022

How do I set up out of Office in Outlook for Mac? ›

Set up automatic replies when you're out of the office
  1. At the bottom left corner of the of the navigation pane, select Mail.
  2. On the Tools tab, select Automatic Replies.
  3. Select Send automatic replies for account "(your account)".
  4. Under Reply once to each sender within my organization, enter your automatic reply.

Why doesn't my Outlook have automatic replies? ›

If you don't see the Automatic Replies option, it means the feature isn't turned on for your account. To turn it on, go to File > Options > Mail. Under Replies and forwards, select the Send automatic replies check box.

Can you set out of office from iPhone? ›

Settings. Under “Compose and Reply,” tap Vacation responder. Turn on “Vacation Responder.”

How do I manage out of office on my iPhone? ›

Settings . Under 'Compose and reply', tap Out of Office AutoReply. Enter the date range, subject and message. In the top right, tap Save.

How do I set up out of office on my Android phone? ›

Turn your vacation reply on or off
  1. On your Android phone or tablet, open the Gmail app .
  2. In the top left, tap Menu .
  3. Scroll to the bottom, then tap Settings.
  4. Choose your account.
  5. Tap Vacation responder.
  6. At the top, turn the "Vacation responder" switch On .
  7. Fill in the date range, subject, and message.
  8. Tap Done.

How do I manually set up out of office in Outlook? ›

Turn on a rule

Select the File > Manage Rules & Alerts. In the Rules and Alerts dialog box, on the E-mail Rules tab, find the rule you created and check the box to the left of the rule. Then select OK.

How do I set up out of office in Outlook without auto reply? ›

Turn off automatic out-of-office replies

When Outlook is setup to send automatic replies, you'll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies.

How do I set up out of office on my iPhone email? ›

Here's how to set an out of office message from your iPhone.
  1. Open Settings then scroll down to “Accounts & Passwords.” ...
  2. Select the e-mail account that you want to set an automatic reply from. ...
  3. Scroll down to the bottom and tap “Automatic Reply.” ...
  4. Turn Automatic Reply on.
Feb 26, 2018

How do I turn on out of Office in Outlook 365 for Mac? ›

To turn on automatic replies
  1. In Outlook, click Mail in the lower left of the navigation pane.
  2. On the Tools tab, click Out of Office.
  3. In the Autoreply Settings box, check Send automatic replies for account. Under Reply once to each sender with, enter your away message.

Does Microsoft Office for Mac include Outlook? ›

Office applications available for a Mac are Word, Excel, PowerPoint, Outlook, and OneNote. The Publisher and Access applications are not available for Mac. Current Office application versions for Microsoft 365 and Office 2021 are available for both Windows and Mac.

How do I set up out of Office in Apple Mail on my Macbook? ›

Set up an automatic reply in Mail on
  1. In Mail on, click. ...
  2. Click Auto-Reply, select “Automatically reply to messages when they are received”, then type the message you want to send.
  3. Set an optional date range; the auto-reply is active from the first day of the date range until the last.
  4. Click Done.

How do I turn on out of office in Outlook 365? ›

Turning on an Out of Office Message

Select the gear at the upper right corner of your OWA window. Then, click View all Outlook settings and Mail. Select Automatic Replies. Click the button for Automatic replies on.

Where is automatic replies in Outlook online? ›

Sign in to Outlook on the web. On the nav bar, choose Settings > Automatic replies. Choose the Send automatic replies option. Select the Send replies only during this time period check box, and then enter a start and end time to control when automatic replies are sent.

How do I set up an automatic reply in Outlook for every incoming email? ›

  1. Click FILE > Automatic Replies > Send Automatic Replies.
  2. Add and format your message.
  3. Optionally, click Only send during this time range, and then pick start and end dates.

Where are automatic replies stored in Outlook? ›

Automatic replies (Out of Office) is available for Microsoft Exchange accounts (including and is located on the File tab in Outlook 2010 and newer, just under Account Settings.

Can you set up automatic replies on iPhone? ›

Turn on Auto-Reply

Go to Settings > Focus, then tap Driving. Tap Auto-Reply. Select an option, like No One, Recents, Favorites, or All Contacts.

Can I put my out of office on from my phone? ›

Turn your Out of Office AutoReply on or off

On your Android phone or tablet, open the Gmail app . Scroll to the bottom, then tap Settings. Choose your account. Tap Out of Office AutoReply.

How do I set up auto reply on iOS 15? ›

Turn On Auto Replies for Driving Focus
  1. Open your Driving focus in the Settings and tap on Auto-Reply.
  2. Choose any of the four options: No One, Recents, Favorites, and All Contacts.
  3. You'll see a text box at the bottom of the screen that says Auto-Reply Message with a pre-written reply already typed in.
Jan 30, 2022

How do I set up auto reply on Android? ›

Choose Settings, then scroll down to the bottom and tap Advanced Features. On this menu, find the Messaging Features section near the bottom and tap Auto Reply Configuration to start using it. Enable either Driving Mode or Vacation Mode to automatically respond to every text you receive.

What is the Office app on my Android phone? ›

Your go-to productivity app for Android devices

The new Microsoft 365 Mobile app combines Word, Excel, and PowerPoint with exclusive features to make it your go-to productivity app.

How do I change auto reply on Android? ›

How to set up auto-replies on Android
  1. Click on the 'phone' icon on your mobile.
  2. Tap on the three dots on the top right.
  3. Now tap on 'Settings'
  4. You might find 'Respond with SMS' or 'Quick decline messages'
  5. There will be a maximum of four messages that you can customise.
May 30, 2022

How do I set up an out of office internal and external in Outlook? ›

Setting up automatic replies in Outlook
  1. Select 'File'.
  2. Select 'Automatic Replies' (Out of Office).
  3. Check the 'send automatic replies' box.
  4. You can set a start and end date or just switch it on. ...
  5. Write your automatic reply in the 'Inside my Organization' and 'Outside my Organization' tabs as required.

What is the difference between out of office and auto reply in Outlook? ›

Auto-Reply can be used by service-based organizations to confirm that to the customer that an email was received and that the team is working on it. Out of Office Assistant can be used when the user will not be in their normal operating office for more than 24 hours.

How do I set up out of office status? ›

Settings > General > Out of Office or by selecting Set status message > Schedule out of office from your profile picture.

Why is out of Office message not available in Outlook Mac? ›

please navigate to tools > accounts > advanced and check the server. if the server is not ews/exchange, the out of office feature is not available for the account.

Why is out of Office greyed out in Outlook for Mac? ›

The Work Offline greyed out issue in Outlook occurs due to incompatible add-ins, damaged profile/OST file, or when the user account is removed from the mailbox server.

Where is the Tools menu in Outlook? ›

This can be found in the Message tab, in the "Names" group. Find the "Outlook Options" menu. This can be found in the File tab, at the bottom of the list of options.

Is Outlook on Mac same as Outlook on Windows? ›

Mac Outlook is still a different app from the Windows version. The current Outlook for Mac email client.

Is Mac Office same as Microsoft Office? ›

Fun fact: There's a version of Microsoft Office written just for Mac. So you can use Word, Excel and PowerPoint on a Mac just like on a PC. macOS also provides built-in support for the latest version of Microsoft Exchange Server.

Is Office 365 the same on Mac and PC? ›

Will Microsoft 365 be identical on a PC and a Mac? No. Apps are tailored to work best on each operating system. The apps available for Mac users and the specific features included may be different from those available for PC users.

How do I set up an automatic reply in Mac Mail? ›

Send an automatic reply

at the top of the Mailboxes list, then choose Settings. Click Auto-Reply, select “Automatically reply to messages when they are received”, then type the message you want to send.

Where is mailbox settings on a Mac? ›

In the Mail app on your Mac, choose Mail > Settings, then click a settings pane: General: Change settings that range from how often Mail should check for messages to the kinds of messages to include when you search in Mail.

Can I use my office account on Mac? ›

With macOS, you can use Microsoft Office, connect to most printers and cameras, join PC networks, and even run Windows.

How do I set up recurring automatic replies in Outlook? ›

Steps to schedule recurring Out of Office reply from Outlook
  1. Access Microsoft Power Automate. Ensure that you sign in with your work email ID as I assume you would be using Outlook for your work emails.
  2. Search for "automatic replies" flow. ...
  3. Fill in the Recurrence condition. ...
  4. Fill the actions for Set up automatic replies.
Sep 20, 2022

What is the difference between out of office and Auto-Reply? ›

Auto-Reply can be used by service-based organizations to confirm that to the customer that an email was received and that the team is working on it. Out of Office Assistant can be used when the user will not be in their normal operating office for more than 24 hours.

What is the difference between auto response and Auto-Reply? ›

In case that the automatic response was sent to a specific sender, and the same sender sends E-mail again, the “Automatic Replies” mechanism will not send again the automatic reply. The Out of Office Assistant sends an automatic reply to notify users who send you messages that you are away from the office.

What are automatic replies in Outlook? ›

The Automatic Replies or the Out of Office (OOO) feature tells people who send you an email when you're not available to respond to their messages. Note: This time management tool requires a Microsoft Exchange server account or Exchange Online through Office 365.


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