Quick answer
You enable automatic replies in Outlook via the Automatic Replies option or via the Outlook web version. The procedure depends on the account type (Microsoft 365/Exchange or IMAP), and the fastest way is through the web interface. In this article we bring steps for all platforms and tips to make the reply work correctly.
How to recognize the problem
- You want to notify senders that you are on vacation or absent.
- You don't know where the automatic reply option is located in Outlook.
- The automatic reply doesn't send messages or arrives only to some people.
- You need to enable automatic replies on multiple devices or platforms.
- You want the automatic reply to be active only for a specific period.
Most common causes
Account type determines available options
Automatic replies (Out of Office) are best supported for Microsoft 365 and Exchange accounts. For IMAP/POP accounts the option may be hidden or limited, so a rule or the provider's web interface is used.
Differences between Outlook applications
Outlook versions for Windows, Mac, web and mobile devices have different menus and capabilities. An option that exists on the web is sometimes not available in the desktop application.
Account is not properly connected
If the account is not synchronized or the connection to the server is interrupted, the automatic reply will not be applied. Check that you are signed in and have an active connection.
Incorrectly set period or rule
Automatic replies can be limited to a specific period. If the option is enabled but not working, check that the period is entered correctly. For rules, check the conditions and actions.
Step-by-step fix
- 1
Check the account type
In classic Outlook click
File>Account Settings>Account Settingsand check the account type; in new Outlook openSettings>Accounts. If it says Microsoft 365 or Exchange, you have full support for automatic replies. If it is IMAP or POP, use the provider's web interface or a rule for automatic reply. - 2
Enable automatic replies in Outlook for Windows
Open Outlook. In the classic version for Windows click
File>Info>Automatic Replies(orAutomatic Replies (Out of Office)); in the new version openSettings>Accounts>Automatic replies. Enable the option for automatic replies (in the classic versionSend automatic replies), enter the message text and optionally set the period. Save the settings. - 3
Enable automatic replies in Outlook for Mac
In Outlook for Mac click
Tools>Automatic Replies. Enable theSend automatic repliesoption, enter the text and adjust the schedule if needed. Save the settings (by clickingOKor closing the window, depending on the version). - 4
Enable automatic replies via Outlook on the web
Sign in to
outlook.office.comoroutlook.live.com. Click the gear icon (Settings) and findAutomatic replies(depending on the version, in theMailorAccountssection; in the older version firstView all Outlook settings). EnableTurn on automatic replies, enter the message and clickSave. - 5
Set up automatic replies on a mobile device
In the Outlook app for Android or iOS open the menu (profile or gear icon) and look for
Automatic RepliesorOut of Office. If the option is not available, use the Outlook web version in a browser. - 6
Use a rule for IMAP accounts
If you don't have the automatic reply option, in classic Outlook for Windows create a rule:
File>Manage Rules & Alerts>New Rule>Apply rule on messages I receive. Choose a condition (e.g. only for specific senders) and the actionreply using a specific template. Create a message template and save the rule. Limit the rule to known senders, otherwise it may reply to every email, including spam and automatic messages. - 7
Test the automatic reply
Send a test email from another account and check whether you received an automatic reply. If it doesn't arrive, check whether the option is enabled, whether the period is correct and whether the message was saved.
If the automatic reply still doesn't work
If you have performed all steps correctly but the automatic reply doesn't work, check that the account is in order. Sometimes you need to sign out and sign in again, or restart Outlook. For Microsoft 365 and Exchange accounts, the automatic reply is stored on the server, so it will work even when the computer is turned off. If you use an Exchange account in an organization, the administrator may disable this option. In that case contact IT support. For IMAP accounts, the rule must be active and Outlook must be running for the reply to be sent. Consider using the provider's web interface if available.
How to prevent it
- Regularly update Outlook and check that the account is synchronized.
- Use a Microsoft 365 or Exchange account for full automatic reply support.
- Test the automatic reply before going on vacation.
- Remember to turn off the automatic reply when you return.
When to call a professional
If you have an Exchange account in an organization and the automatic reply doesn't work even after checking, or if you are not sure how to set up a rule for IMAP, contact IT support. They can check server settings and policies that may block this feature.
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Does the automatic reply work when the computer is turned off?
For Microsoft 365 and Exchange accounts, the automatic reply is stored on the server and works even when the computer is turned off. For IMAP accounts with a rule in Outlook, Outlook must be running to send the reply.
Can I send different messages for internal and external contacts?
Yes, in Outlook for Windows and the web version you can enter separate messages for contacts inside the organization and for external recipients. The option is available when you enable automatic replies.
Why don't I see the Automatic Replies option?
The option is usually available only for Microsoft 365 and Exchange accounts. If you use an IMAP or POP account, use a rule or sign in to the provider's web interface.