Objective:


Explains how to enable and disable out-of-office replies in both the new version and the classic version of Outlook on Windows.

For the New Version of Outlook


Step 1: Open Automatic Replies Settings

  1. Launch Outlook:

    • Open the new version of Microsoft Outlook from the Start menu or taskbar.

  2. Access Automatic Replies:

    • Click the Settings (gear icon) in the top-right corner of the window.
    • In the search bar, type Automatic replies and select it from the results.

Step 2: Enable Out of Office Replies

  1. Turn on Automatic Replies:

    • Toggle on the Send automatic replies option.

  2. Set the Time Range (Optional):

    • If desired, check Send replies only during a time period, then specify the start and end dates and times.

  3. Compose Your Message:

    • For Internal Contacts:
      • Type your out-of-office message in the main text box (e.g., “I am out of the office until [date]. Please contact [alternate contact] for urgent matters.”).
    • For External Contacts:
      • Toggle on Send replies outside my organisation and type a separate message for external senders if necessary.

  4. Save and Activate:

    • Click Save to enable the out-of-office replies.

Step 3: Disable Out of Office Replies

  1. Access Automatic Replies:

    • Return to Settings > Automatic replies.

  2. Turn Off Automatic Replies:

    • Toggle off the Send automatic replies option.

For the Classic Version of Outlook

Step 1: Open Automatic Replies Settings

  1. Launch Outlook:

    • Open the classic version of Microsoft Outlook from the Start menu or taskbar.

  2. Go to File Menu:

    • Click on the File tab in the top-left corner of the Outlook window.

  3. Open Automatic Replies:

    • In the Info section, click Automatic Replies (Out of Office). If you don’t see this option, your email account might not support it. Check with your IT administrator if needed.

Step 2: Enable Out of Office Replies

  1. Turn on Automatic Replies:

    • In the Automatic Replies window, select Send automatic replies.

  2. Set the Time Range (Optional):

    • Check Only send during this time range, then select the start and end dates and times for your out-of-office message.

  3. Compose Your Message:

    • For Internal Contacts:
      • In the Inside My Organisation tab, type your out-of-office message (e.g., “I am out of the office until [date]. Please contact [alternate contact] for urgent matters.”).
    • For External Contacts:
      • Click the Outside My Organisation tab and type a separate message if needed. Choose whether to send replies to all external senders or only those in your contacts.

  4. Save and Activate:

    • Click OK to enable automatic replies.

Step 3: Disable Out of Office Replies

  1. Access Automatic Replies:

    • Go back to File > Automatic Replies (Out of Office).

  2. Turn Off Automatic Replies:

    • Select Do not send automatic replies and click OK.

Tips for Both Versions:

  • For advanced options, use Rules (available in the classic version) or manage forwarding settings directly in your Outlook account settings.
  • In the new version, ensure your out-of-office settings sync properly with the Outlook Web app if using shared accounts or delegations.