To set up an Out of Office (Automatic Replies) message in Outlook 365 (both web and desktop), follow these steps:
Option 1: Setting Up Out of Office in Outlook Web (Outlook on the Web - OWA)
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Log in to Outlook 365 (Web):
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Access Settings:
- In the top-right corner, click the gear icon (Settings).
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Search for Automatic Replies:
- In the search box at the top of the Settings pane, type "Automatic replies" and click on the result.
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Turn on Automatic Replies:
- In the Automatic replies section, toggle the switch to Turn on automatic replies.
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Set Timeframe (Optional):
- If you want the Out of Office message to only apply during a specific time range, check Send replies only during a time period and set the start and end times.
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Enter Your Message:
- In the text box, type the message you want to send to people inside your organization.
- You can also click the checkbox for Send replies outside my organization to set a different message for external senders.
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Save:
- Click Save to apply your Out of Office settings.
Option 2: Setting Up Out of Office in Outlook 365 Desktop App (Windows)
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Open Outlook:
- Launch the Outlook 365 desktop app.
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Go to File:
- Click on the File tab in the top-left corner.
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Automatic Replies (Out of Office):
- Click on Automatic Replies (Out of Office).
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Turn on Automatic Replies:
- In the Automatic Replies window, select Send automatic replies.
- Optionally, check Only send during this time range if you want to define a specific period for the replies.
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Compose Your Message:
- Under the Inside My Organization tab, type the message you want to send to people within your organization.
- Click the Outside My Organization tab to set a different message for external senders (you can choose to only send to your contacts or to anyone).
Click OK to save and activate the automatic replies.
Option 3: Setting Up Out of Office in Outlook 365 Desktop App (Mac)
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Open Outlook:
- Launch the Outlook desktop app for Mac.
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Go to Tools:
- In the menu bar at the top, click Tools, and then select Out of Office.
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Enable Out of Office Replies:
- Check Send automatic replies for account [your account].
- Optionally, specify the date and time range when replies should be sent.
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Compose Your Message:
- Enter your Out of Office message in the text box for internal recipients.
- Optionally, check the box for Send replies outside my organization and type a message for external recipients.
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Save:
- Click OK to save and activate your Out of Office message.
Now, automatic replies will be sent to anyone who emails you during the specified time period.