How To Make Away Message On Outlook : Automatic Reply Configuration

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Creating an automatic away message in Outlook helps colleagues know you are unavailable without needing to reply. If you’ve ever wondered how to make away message on outlook, this guide will walk you through every step clearly and quickly. Whether you’re going on vacation, attending a conference, or just taking a personal day, setting up an away message saves you time and keeps everyone informed.

Outlook offers several ways to set an automatic reply. The method depends on whether you use Outlook for Microsoft 365, Outlook on the web, or the classic desktop app. We’ll cover all major versions so you can find the right instructions fast.

How To Make Away Message On Outlook

This section covers the most common version: Outlook for Microsoft 365 (also called Outlook for Windows). The steps are similar for Outlook 2019, 2021, and newer versions.

Step-By-Step For Outlook Desktop App

  1. Open Outlook on your computer.
  2. Click the File tab in the top-left corner.
  3. Select Automatic Replies (Out of Office) from the menu. If you don’t see this option, look for “Info” and then “Automatic Replies.”
  4. A new window opens. Check the box that says Send automatic replies.
  5. Choose a time range: set a start and end date and time if you want the message to turn off automatically. Otherwise, leave it unchecked.
  6. Type your away message in the text box. Keep it short and clear. For example: “I am out of the office until [date]. I will respond to your email when I return.”
  7. If you want a different message for people outside your organization, click the Outside My Organization tab and type a separate message.
  8. Click OK to save and activate.

That’s it. Your automatic reply is now live. Test it by sending yourself an email from another account.

Common Issues With Desktop Version

  • If you don’t see “Automatic Replies,” your account might be using a different email server (like POP or IMAP). In that case, you need to use rules or server-side settings.
  • Some corporate accounts disable automatic replies. Contact your IT department if the option is grayed out.
  • Remember to turn off the reply manually if you didn’t set a time range. Otherwise, it keeps sending.

Setting Up Away Message In Outlook On The Web

Outlook on the web (OWA) is the browser version. It’s often used for work or school accounts. The steps are slightly different but just as easy.

Steps For Outlook On The Web

  1. Go to outlook.com or your organization’s webmail link.
  2. Sign in with your email and password.
  3. Click the Settings gear icon in the top-right corner.
  4. At the bottom of the settings pane, click View all Outlook settings.
  5. In the new window, go to Mail > Automatic replies.
  6. Toggle the switch to On.
  7. Check the box Send replies only during a time period if you want a schedule.
  8. Type your message in the box. You can format it with bold, italics, or links.
  9. If needed, check Send replies to people outside your organization and type a separate message.
  10. Click Save at the top.

Your away message is now active. You can edit or turn it off anytime from the same settings menu.

Tips For Web Version

  • You can only set one internal and one external message. Keep them generic.
  • If you use a shared mailbox, you might need admin permissions to set automatic replies.
  • The web version works on any device, including phones and tablets.

How To Set Away Message In Outlook For Mac

Outlook for Mac has a similar but not identical process. Here’s how to do it.

Steps For Outlook For Mac

  1. Open Outlook on your Mac.
  2. Click the Tools menu at the top.
  3. Select Automatic Replies.
  4. Check the box Send automatic replies.
  5. Set a start and end time if desired.
  6. Type your message in the Inside my organization tab.
  7. Switch to the Outside my organization tab for an external message.
  8. Click OK to activate.

Note: The Mac version sometimes hides the “Tools” menu. If you can’t find it, click on the Outlook name in the top menu bar and look for “Preferences” then “Automatic Replies.”

Using Rules For Away Message In Older Outlook Versions

If you have an older version of Outlook (like 2010 or 2013) or use a POP/IMAP account, you might not have the “Automatic Replies” option. In that case, you can create a rule to simulate an away message.

How To Create A Rule For Away Message

  1. Open Outlook and go to the File tab.
  2. Click Manage Rules & Alerts.
  3. Click New Rule.
  4. Select Apply rule on messages I receive.
  5. Click Next. Skip conditions by clicking Next again. Confirm with “Yes” when prompted.
  6. Check the box reply using a specific template.
  7. Click the underlined text a specific template to create your message.
  8. Type your away message and save.
  9. Click Finish and then OK.

This method works but has limitations. It replies to every email you receive, including newsletters and spam. Use it only if you have no other option.

Best Practices For Writing An Away Message

Your away message should be clear and professional. Here are some tips.

What To Include

  • Dates you are away: “I will be out from March 10 to March 15.”
  • When you will reply: “I will respond to your email when I return.”
  • Alternative contact: “For urgent matters, please contact Jane at jane@company.com.”
  • Keep it short: One or two sentences is enough.

What To Avoid

  • Sharing too much personal information: “I’m on a beach in Mexico” is not necessary.
  • Using humor that might be misunderstood: Keep it neutral.
  • Forgetting to update the message: Always set an end date or turn it off manually.

How To Turn Off Away Message In Outlook

Turning off the away message is as important as setting it. Here’s how to do it in each version.

Desktop App

  1. Go to File > Automatic Replies.
  2. Select Do not send automatic replies.
  3. Click OK.

Outlook On The Web

  1. Go to Settings > View all Outlook settings > Mail > Automatic replies.
  2. Toggle the switch to Off.
  3. Click Save.

Outlook For Mac

  1. Go to Tools > Automatic Replies.
  2. Uncheck Send automatic replies.
  3. Click OK.

If you set a time range, the message will turn off automatically. But it’s good practice to double-check after you return.

Troubleshooting Common Problems

Sometimes the away message doesn’t work as expected. Here are solutions to frequent issues.

Automatic Replies Option Missing

This usually happens with POP or IMAP accounts. You cannot use the built-in feature. Instead, use the rules method described earlier or check with your email provider for server-side settings.

Message Not Sending To External People

Outlook sometimes blocks external replies by default. In the automatic replies window, make sure you check the “Outside My Organization” tab and type a message. Also, verify that your organization’s policy allows external replies.

Reply Sent Multiple Times

Outlook usually sends the reply only once per sender. If it sends multiple times, you might have multiple rules or a corrupted profile. Disable all rules and re-enable only the automatic reply.

Message Not Turning Off

If you set a time range, check that the date and time are correct. If the message still sends after the end date, turn it off manually. Sometimes Outlook needs a restart to apply changes.

Advanced Tips For Away Messages

For power users, here are some extra tricks.

Using Different Messages For Different Groups

You can create multiple rules to send different messages to different senders. For example, one message for your team and another for clients. This requires using the rules feature and is more advanced.

Adding Calendar Information

You can include a link to your calendar so people can see your availability. In Outlook on the web, you can insert a calendar link in the message. In the desktop app, you can paste a link manually.

Using Templates For Consistency

If you travel often, save your away message as a template. In the desktop app, create a new email with your message, then go to File > Save As and choose “Outlook Template.” Later, you can open it and copy the text.

Frequently Asked Questions

How Do I Set An Away Message In Outlook For A Specific Date Range?

In the automatic replies window, check the box “Only send during this time range” and set your start and end dates. The message will turn on and off automatically.

Can I Set A Different Away Message For Internal And External People?

Yes. In the automatic replies window, use the “Inside My Organization” tab for coworkers and the “Outside My Organization” tab for external contacts. You can write separate messages for each group.

Why Isn’t My Away Message Sending In Outlook?

Several reasons: your account might be POP/IMAP, the feature might be disabled by IT, or you didn’t save correctly. Check your account type and try the rules method if needed.

How Do I Turn Off The Away Message In Outlook After I Return?

Go to File > Automatic Replies (or Settings in web version) and select “Do not send automatic replies.” If you set a time range, it will turn off automatically.

Can I Set An Away Message In Outlook On My Phone?

Yes, if you use Outlook on the web on your phone’s browser. The Outlook mobile app does not have a direct setting for automatic replies, but you can access the web version to set it.

Now you know exactly how to make away message on outlook. Whether you use the desktop app, web version, or Mac, the process is simple. Set it before your next time off and enjoy your break without worrying about emails.