Set your out-of-office message directly in Outlook Calendar

The fastest way to block your calendar and notify people you are away is to use Outlook's built-in out-of-office feature. You can set it in Outlook on the web, Outlook desktop, or Outlook on your phone — each method takes under two minutes. The message appears to anyone trying to schedule time with you, and your calendar shows you as busy during those dates.

Outlook does not send automatic replies to every email by itself; the out-of-office feature only affects your calendar availability. If you also want to send an automatic email response, you will need to set that separately in your mail settings.

Key Takeaways

  • Outlook's out-of-office feature blocks your calendar and shows you as unavailable, but does not automatically reply to emails unless you set that separately.
  • On Outlook web, go to Settings > Mail > Automatic Replies and turn on the toggle, then set your dates and message.
  • On Outlook desktop, click File > Automatic Replies and follow the same steps to set dates and your away message.
  • Your calendar will display as busy during your out-of-office dates, and anyone trying to book time with you will see your message.
  • You can set different messages for people inside your organization and people outside it, or use the same message for both.

How to set out of office on Outlook web

Open Outlook in your web browser and select the gear icon in the top right corner. Click View all Outlook settings, then select Mail from the left menu. Find Automatic Replies and click it to expand that section.

Toggle Turn on automatic replies to the on position. Set your start date and time in the first field, then set your end date and time in the second field. Type your out-of-office message in the text box — keep it brief so it displays fully in calendar notifications. Click Save at the bottom of the page.

If you want to send different messages to people inside your organization versus people outside it, check the box for Send replies only to my contacts. This lets you write one message for internal colleagues and a separate message for external senders. Leave it unchecked if you want everyone to see the same message.

How to set out of office on Outlook desktop

Open Outlook on your computer and click File in the top left corner. Select Automatic Replies from the menu. A dialog box will open with options for your out-of-office settings.

Check the box next to Send automatic replies. Choose Only during this time range if you want to set specific dates, then enter your start and end dates. Type your message in the text field. If you want different messages for people inside and outside your organization, click the Inside My Organization tab and the Outside My Organization tab to set separate messages for each group.

Click OK to save your settings. Your calendar will immediately show you as busy during those dates, and your message will appear when people try to schedule with you.

How to set out of office on Outlook mobile

Open the Outlook app on your phone and tap the menu icon (three horizontal lines) in the bottom right. Scroll down and tap Settings. Find Automatic Replies and tap it.

Toggle Automatic Replies on. Set your start date and time, then your end date and time. Type your out-of-office message in the text box. Tap Done or Save depending on your phone type. Your calendar will update across all your devices within a few minutes.

What your calendar looks like when out of office is set

Once you turn on out-of-office, your calendar blocks those dates as busy. Anyone in your organization who tries to view your calendar or schedule a meeting with you will see your out-of-office message instead of your free time slots. They will also see a note that you are out of the office during those dates.

If someone sends you a meeting invitation while you are out, Outlook will automatically send them your out-of-office message. This does not decline the invitation — it just notifies them that you are away. You can still accept or decline the meeting when you return, or ask someone to respond on your behalf before you leave.

Setting different messages for internal and external senders

If your organization uses Outlook with a corporate email domain, you can send one message to colleagues inside your company and a different message to people outside it. This is useful if you want to give internal contacts a personal note or direct them to a colleague, while keeping external messages more formal.

On Outlook web, check Send replies only to my contacts to enable this option. On Outlook desktop, click the Inside My Organization tab to write one message, then click Outside My Organization to write a second message. Mobile Outlook typically sends the same message to everyone unless your organization has custom settings enabled.

Turning off out of office when you return

If you set an end date and time, Outlook will automatically turn off your out-of-office message at that time. Your calendar will return to normal, and people will see your actual availability again.

If you need to turn it off early, go back to the same settings menu where you turned it on. On Outlook web, toggle Turn on automatic replies to off. On Outlook desktop, uncheck Send automatic replies. On mobile, toggle Automatic Replies to off. The change takes effect immediately across all your devices.

Frequently Asked Questions

Does out of office automatically decline meeting invitations?

No. Out of office sends your message to people who try to contact you, but it does not decline invitations. Invitations still appear in your inbox when you return. If you want someone to handle meetings while you are away, ask them to respond on your behalf before you leave, or set up a delegate in your Outlook settings.

Can I set out of office for just a few hours instead of full days?

Yes. When you set your start and end times, you can choose any time of day. For example, you can set out of office from 2:00 PM today through 9:00 AM tomorrow if you are leaving mid-afternoon. Your calendar will show you as busy only during those specific hours.

What happens to emails sent while I am out of office?

Emails still arrive in your inbox normally. Out of office only sends an automatic message back to the sender — it does not filter, delete, or sort your emails. When you return, all messages will be waiting for you.

Can my manager or assistant set out of office for me?

If you have set up a delegate in Outlook, that person can set your out-of-office message on your behalf. They need permission to access your calendar and mail settings. Ask your IT department or manager how to add a delegate to your account.

Will out of office show on my calendar if I share it with others?

Yes. Anyone who has permission to view your calendar will see your out-of-office block and your message. If you share your calendar with colleagues, they will know you are away during those dates.