Introduction

Whether you are taking a vacation, attending a conference, or simply unavailable for a few hours, setting an Out of Office message in Microsoft Outlook helps keep communication professional and organized. Automatic replies notify coworkers, clients, and business contacts that you are unavailable and provide alternative contact information if needed.

Microsoft recently introduced the New Outlook experience for Windows, combining features from Outlook Web App and the classic desktop version into a modern interface. While the updated design is cleaner and easier to use, many users struggle to locate the automatic replies feature after switching to the new version.

This guide explains exactly how to set Out of Office in New Outlook across desktop, web, and mobile devices. You will also learn troubleshooting steps, advanced tips, and best practices to create professional automatic responses.

Quick Answer

To set Out of Office in New Outlook:

1. Open New Outlook
2. Click the Settings gear icon
3. Go to Accounts → Automatic Replies
4. Turn on Automatic Replies
5. Enter your Out of Office message
6. Set start and end dates if needed
7. Click Save

Your automatic reply will now be sent to incoming emails during the selected period.

Table of Contents

1. What Is Out of Office in Outlook?
2. Why Automatic Replies Matter
3. How to Set Out of Office in New Outlook
4. How to Configure Automatic Reply Options
5. How to Set Out of Office on Outlook Web
6. How to Set Out of Office on Mobile
7. Step-by-Step Guide
8. Common Errors and Fixes
9. Best Practices and Pro Tips
10. Conclusion
11. FAQs
12. FAQ Schema

What Is Out of Office in Outlook?

Out of Office, also called Automatic Replies, is a feature in Microsoft Outlook that automatically sends a response to people who email you while you are unavailable.

The feature is commonly used for:

• Vacations
• Business travel
• Medical leave
• Public holidays
• Meetings and conferences
• Remote work schedules

Automatic replies help reduce confusion and let senders know when they can expect a response.

Why Automatic Replies Matter

An Out of Office message improves communication and professionalism. Instead of leaving contacts waiting for a reply, Outlook automatically informs them about your availability.

Benefits include:

• Better client communication
• Reduced follow-up emails
• Improved workplace productivity
• Clear response expectations
• Emergency contact redirection

For IT professionals, enabling automatic replies also supports internal workflow continuity.

How to Set Out of Office in New Outlook

The process is straightforward in the new Outlook interface.

Steps to Enable Automatic Replies

Step 1: Open New Outlook

Launch the New Outlook application on Windows or Mac.

Step 2: Open Settings

Click the gear icon in the upper-right corner of the screen.

Step 3: Navigate to Automatic Replies

Go to:

Accounts → Automatic Replies

Step 4: Turn On Automatic Replies

Enable the toggle switch labeled:

Automatic Replies

Step 5: Enter Your Message

Type the message you want senders to receive.

Example:

Thank you for your email. I am currently out of the office and will return on Monday, June 15. I will respond as soon as possible upon my return.

Step 6: Set a Schedule

You can choose:

• Start date
• End date
• Specific time range

This automatically enables and disables the feature.

Step 7: Save Changes

Click Save to activate your Out of Office reply.

How to Configure Automatic Reply Options

New Outlook provides several customization options.

Send Replies Only During a Time Period

Enable scheduling to avoid forgetting to disable automatic replies later.

This is especially useful for vacations and planned leave.

Block Calendar Availability

You can:

• Decline meeting invitations
• Cancel meetings automatically
• Mark yourself unavailable

This keeps coworkers informed through Microsoft 365 calendars.

Send Different Replies to External Contacts

New Outlook allows separate messages for:

• Internal company contacts
• External senders

Example:

• Internal message: detailed work instructions
• External message: simple professional notice

How to Set Out of Office on Outlook Web

The process is similar in Outlook on the web.

Steps

1. Open Outlook Web
2. Click the Settings icon
3. Select View all Outlook settings
4. Navigate to:
   • Mail → Automatic Replies
5. Enable Automatic Replies
6. Add your message
7. Save settings

This method works on most modern browsers.

How to Set Out of Office on Outlook Mobile

You can also configure automatic replies using the Outlook mobile app.

Steps

1. Open the Outlook app
2. Tap your profile icon
3. Tap the gear icon
4. Select your email account
5. Tap Automatic Replies
6. Turn it ON
7. Enter your message

This is helpful when traveling or working remotely.

Step-by-Step Guide for Creating a Professional Out of Office Message

A good Out of Office message should be short, polite, and informative.

Include These Elements

1. State You Are Unavailable

Clearly mention that you are out of the office.

2. Mention Return Date

Let senders know when you expect to return.

3. Provide Alternative Contact Information

If urgent matters need attention, include another contact person.

4. Keep the Tone Professional

Avoid overly casual or vague wording.

Example Professional Message

Thank you for your email. I am currently out of the office and will return on Tuesday, July 8. During this time, I may have limited access to email. For urgent assistance, please contact the IT support team at support@example.com.

Common Errors and Fixes

Automatic Replies Not Sending

Fix:

• Verify internet connectivity
• Confirm Outlook account synchronization
• Restart Outlook
• Re-enable Automatic Replies

You can also check your network configuration. This guide on
how to reset a router password
may help if connectivity problems are affecting Outlook.

Settings Missing in New Outlook

Fix:

Some organizational accounts managed by Microsoft 365 administrators may restrict automatic replies.

Contact your IT administrator if the option is unavailable.

External Senders Not Receiving Replies

Fix:

Check whether:

• External replies are enabled
• Company security policies block external auto-replies

Scheduled Replies Not Turning Off

Fix:

• Verify date and time settings
• Confirm timezone configuration
• Update Outlook to the latest version

Outlook Sync Problems

Fix:

• Sign out and sign back in
• Repair Outlook profile
• Reinstall Outlook if necessary

Performance-related Windows issues may also impact Outlook responsiveness. You may find this guide useful:
Windows 11 Low Latency Profile complete guide

Best Practices and Pro Tips

Keep Messages Short

Avoid lengthy automatic replies. Most users only need:

• Availability status
• Return date
• Alternate contact

Avoid Sharing Sensitive Information

Do not include:

• Personal phone numbers
• Home addresses
• Detailed travel plans

Use Professional Language

Automatic replies represent your organization and professionalism.

Test Your Auto Reply

Send yourself a test email from another account to confirm everything works correctly.

Protect Important Files Before Leave

If you are sharing company documents before leaving, secure them properly. This guide explains
how to lock an Excel spreadsheet
to help protect sensitive data.

Conclusion

Setting Out of Office in New Outlook is an essential productivity feature for professionals, remote workers, and IT teams. Microsoft’s updated Outlook interface makes it easier to configure automatic replies across desktop, web, and mobile platforms.

By properly setting automatic replies, you can maintain professional communication, reduce missed expectations, and help coworkers manage urgent situations while you are unavailable.

Whether you are leaving for vacation, attending meetings, or temporarily away from work, a well-written Out of Office message ensures smoother communication and better workflow management.

FAQs

1. How do I turn on Out of Office in New Outlook?

Go to Settings → Accounts → Automatic Replies, then enable Automatic Replies and save your message.

2. Can I schedule Out of Office replies in Outlook?

Yes. New Outlook allows you to set start and end dates for automatic replies.

3. Will Outlook send automatic replies to everyone?

You can choose:

• Internal contacts only
• External senders
• Everyone

4. Why is Automatic Replies missing in Outlook?

Some work or school accounts managed by IT administrators may restrict this feature.

5. Does Out of Office work on Outlook mobile?

Yes. The Outlook mobile app supports automatic replies on both Android and iPhone.