How to Set Up an Out of Office Message in Outlook – A Guide for Users and Admins

Setting up an “Out of Office” (OOO) message in Outlook is essential for anyone who wants to inform colleagues and contacts of their unavailability. Whether you’re a regular Outlook user or a Microsoft 365 admin setting it up for others, this guide will walk you through each step.

We’ll cover how to set up an Out of Office message both from the user’s perspective in Outlook and as an admin in the Microsoft 365 Admin Center.

1. Setting Up Out of Office Message in Outlook (For Users)

Outlook makes it easy to set up an automatic out-of-office reply to ensure anyone contacting you knows you’re away. Here’s how you can set it up:

1. Open Outlook and go to the File tab at the top-left.
2. Select Automatic Replies (Out of Office).
3. In the Automatic Replies dialog box, choose Send automatic replies.
4. To set specific dates and times, check Only send during this time range and select your start and end times.
5. Write your Out of Office message in the text box for both Inside My Organization (for colleagues) and Outside My Organization (for external contacts). Customize each message as needed.
6. Click OK to save and activate your Out of Office message.

Once set, Outlook will automatically send your out-of-office reply to anyone who emails you during the specified dates.

2. Setting Up Out of Office Message in Outlook Web App (OWA)

If you don’t have access to the Outlook desktop app, you can also set up an Out of Office reply in the Outlook Web App (OWA):

1. Log in to your account at Outlook.com or through your organization’s web portal.
2. Go to Settings (gear icon at the top right), then select View all Outlook settings.
3. Choose Mail > Automatic replies.
4. Toggle on Automatic replies on and specify the start and end dates if needed.
5. Enter your Out of Office message and choose if you want it sent to external contacts.
6. Click Save to activate your Out of Office reply.

3. Setting Up Out of Office Message as an Admin in Microsoft 365 Admin Center

If you’re an admin managing Out of Office settings for your organization, you can set up automatic replies on behalf of users through the Microsoft 365 Admin Center. Here’s how:

1. Log in to the Microsoft 365 Admin Center with your admin credentials.
2. Go to Users > Active users.
3. Find and select the user for whom you want to set up an Out of Office message.
4. Click on Mail settings, then Manage automatic replies.
5. Enable Send automatic replies and specify a time range if needed.
6. Type the message you want to be sent internally and/or externally.
7. Click Save to activate the Out of Office message for the user.

Tips for Effective Out of Office Messages

• Be Clear and Brief: Mention the duration of your absence and alternative contacts.
• Provide Additional Resources: If possible, list a colleague’s contact information for urgent issues.
• Use Different Messages for Internal and External Contacts: Internal messages can be more detailed, while external messages can be concise.

Setting up an Out of Office message helps ensure smooth communication, even while you’re away. Now, both users and admins can manage OOO messages effortlessly.