Microsoft 365 Help Set an out-of-office reply
Switch on a scheduled absence message from your mobile device.
Before you start
- Your absence dates and an approved urgent-contact person.
- Your work account is already added in Outlook.
Follow these steps
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Open Outlook settings
In Outlook, tap your profile picture or initials at the upper left. Tap the Settings cog near the bottom of the menu.
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Select your work account
Open Accounts if shown, then tap the work email account. Check the full address so you do not change a personal account.
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Enable Automatic Replies
Tap Automatic Replies and switch it on. This is the setting for your out-of-office email message.
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Choose dates and times
Turn on Reply during a time period and enter the start and finish. Check the dates carefully and confirm which time zone the phone is using.
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Choose the audience and write the message
Choose replies only to your organisation unless clients need your automatic reply. Reply to everyone also reaches external senders, including newsletters and junk mail. Example: “Thank you for your email. I am away until [return date]. For urgent matters, please contact [approved person and contact details]. I will respond when I return.” Replace every bracketed item before saving.
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Review calendar options
Some versions offer Block my calendar or Clear my calendar. Leave Clear my calendar off unless you intend to cancel or decline meetings and have reviewed the choices.
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Save the reply
Tap Save or the tick at the top. Reopen Automatic Replies to check it has stayed on with the right schedule.
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Turn it off when needed
The scheduled end stops replies automatically. To stop sooner, return to the same account settings, turn Automatic Replies off and save.
You have finished when…
- Automatic Replies is on for your work account with the correct end time.
Helpful tips
- An automatic reply is normally sent once to each sender during an absence period, so repeated test emails from one person may not each get a reply.
- Automatic replies do not by themselves cancel meetings or tell the team you are away. Update your calendar and notify the office as needed.
Something looks different?
Automatic replies is missing
Check that you are using your Initech Microsoft 365 work account. Try Outlook on the web and contact the office if the option is still unavailable.
A shared mailbox still sends no reply
Your personal absence message does not apply to Projects or another shared mailbox. Ask the mailbox owner or administrator to set the shared-mailbox reply.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.