how do i set out of office in outlook app

Direms

2 min read

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13-12-2024

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Setting an automatic out-of-office reply in Outlook is a great way to manage email expectations while you're away. Whether you're on vacation, sick, or simply need some time off, this simple setup ensures senders know when to expect a response. This guide will walk you through setting up an out-of-office reply on both your desktop and mobile Outlook app.

Setting Up Your Out-of-Office Reply on Desktop

Step 1: Accessing Automatic Replies

Open your Outlook desktop app. Navigate to the File tab in the upper-left corner. Select Automatic Replies (Out of Office).

Step 2: Choosing Your Reply Options

You'll see two main options:

• Send automatic replies: Check this box to enable your out-of-office message.
• Only send within my organization: This option limits your reply to people within your company's email domain. Uncheck it to send replies to everyone.

Step 3: Crafting Your Message

This is where you write your out-of-office message. Keep it concise and informative. Include:

• Your absence dates: Clearly state when you'll be unavailable.
• Expected return date: Let people know when you anticipate responding to their emails.
• Alternative contact information: If appropriate, provide an alternative contact person or email address for urgent matters. Avoid this if dealing with sensitive information.
• Professional tone: Maintain a professional and courteous tone.

Example Out-of-Office Message:

Thank you for your email. I am currently out of the office from October 26th to November 5th and will have limited access to email. I will respond to your message upon my return. For urgent matters, please contact [colleague's name] at [colleague's email address].

Step 4: Scheduling Your Reply

You can choose to schedule your out-of-office message. This is useful if you don't want it active immediately. Set your start and end dates and times. Remember to save your settings!

Step 5: Turning Off Your Out-of-Office Reply

Once you're back and ready to receive emails normally, simply return to the Automatic Replies (Out of Office) settings and uncheck "Send automatic replies."

Setting Up Your Out-of-Office Reply on the Outlook Mobile App (iOS & Android)

The process is slightly different on mobile:

Step 1: Accessing Settings

Open the Outlook mobile app. Tap your profile picture or initials in the top left corner.

Step 2: Finding Automatic Replies

The exact location of the out-of-office setting may vary slightly depending on your app version. Look for an option like "Settings," "Automatic Replies," or "Out of Office." It's usually under your account settings.

Step 3: Enabling Automatic Replies

Turn on the automatic reply toggle.

Step 4: Compose Your Message

Create your out-of-office message, following the same guidelines mentioned for the desktop version. Remember to specify your absence dates, return date, and any alternative contact information.

Step 5: Schedule Your Reply (if available)

Some versions of the mobile app allow scheduling your out-of-office message. Check your settings for this option.

Step 6: Deactivating Automatic Replies

When you return, simply return to your settings and turn off the automatic reply toggle.

Troubleshooting Your Out-of-Office Reply

• Message not sending: Double-check your internet connection and ensure your automatic replies are correctly enabled and scheduled.
• Reply not received: Ensure the recipient's email client isn't blocking automatic replies.
• Message not scheduling: Confirm your dates and times are correctly entered.

By following these simple steps, you can effectively manage email expectations and enjoy your time away from work with peace of mind. Remember to always test your out-of-office reply before leaving to ensure it's functioning correctly.