You're finally taking that well-deserved vacation when your phone buzzes again with another work email. The last thing you want to do is reply to another email and get drawn back into work while you're on PTO.

An out-of-office message (also called an OOO message or away message) is an automatic email reply that sends a pre-written response to anyone who emails you while you're away from work. In Microsoft Outlook, this feature is called "Automatic Replies" and lets you set a date range, write separate messages for internal and external contacts, and optionally block your calendar, so colleagues, clients, and anyone else who emails you know you're unavailable until you return.

But automatic replies are only part of it. Setting out of office in Outlook also means blocking your calendar, syncing your status in Microsoft Teams, and (if you manage a team) keeping everyone's PTO visible in one place.

Here are some of the top scenarios where an OOO reply comes in handy:

• Vacation
• Sick leave
• Maternity/paternity parental leave
• Business trip
• Conference/event
• Company-wide holidays
• Jury duty
• Bereavement leave

Setting up your out-of-office message (step-by-step)

Wondering how to put an out-of-office message on Outlook? It takes about two minutes regardless of which version you're on. Open Automatic Replies, toggle it on, set your dates, write your message, and save. Here's the detailed walkthrough.

Step 1: Open Outlook & access Automatic Replies

The path to Automatic Replies depends on which version of Outlook you're using. Here's a quick-reference table:

More detail on each version:

• Classic Outlook desktop app (Windows)
  
  • Click File > Automatic Replies (or Out of Office)
  • If you don't see this option, it may be under Info
• Classic Outlook for Mac
  
  • Click Tools > Automatic Replies in the toolbar
  • Note: The toggle to switch back to legacy Outlook for Mac was removed in October 2025, and legacy Outlook for Mac will fully stop working against Exchange Online in October 2026. Over 95% of Mac users are now on New Outlook.
• New Outlook app (Windows/Mac)
  
  • Click View tab > View settings > Accounts > Automatic Replies
• Outlook on the web (OWA / Microsoft 365)
  
  • Click the gear icon (Settings) > Accounts > Automatic Replies
• Outlook mobile app (iOS/Android)
  
  • Tap your profile icon > Settings gear icon > tap your mail account > Automatic Replies

Step 2: Turn on Automatic Replies & set the date range

• Toggle on Send automatic replies.
• Set the date range:
  
  • Start time: Choose the date and time your absence begins.
  • End time: Choose the date and time you expect to return (this will automatically turn off the message). If you don't set an end time, you must disable automatic replies manually.

Step 3: Craft your out-of-office message

• Be clear & concise: State that you're out of the office, your return date, whether you have email access, and if you're answering emails in some limited capacity.
• Provide alternate contact: If someone needs immediate assistance, provide an alternate contact person's name and email.
• Be professional, but friendly: Add a touch of personality if it aligns with your company culture.
• Avoid overly detailed information: Don't share personal details about your absence.

Example:

Step 4: Create a separate message for external recipients (optional)

• If you regularly communicate with clients, partners, or vendors, you may want a separate message.
• This message can be more formal and may not include an alternate contact within your company.
• Check the "Send replies outside my organization" box and craft your external message.

Step 5: Review & save your settings

• Double-check all dates, times, and contact information.
• Send a Test Message: Send an email to yourself from a different account to make sure the message is being delivered correctly.
• Click "OK" or "Save" to activate your out-of-office reply.

How to set out of office in New Outlook

To set out of office in New Outlook, go to View > View settings > Accounts > Automatic Replies, toggle it on, write your message, and click Save. The New Outlook app has a different interface from the classic version. If you're wondering how to set up an out-of-office reply in the new Outlook for Windows or Mac, here are the step-by-step instructions:

1. Open the New Outlook app.
2. Click the View tab in the top menu bar, then select View settings.
3. Select Accounts > Automatic Replies.
4. Toggle on Turn on automatic replies.
5. (Optional) Check Send replies only during a time period and set your start and end dates.
6. Write your out-of-office message in the text box. Use the formatting toolbar for bold, links, or bullet points.
7. (Optional) Check Send replies outside your organization and write a separate external message.
8. (Optional) Enable additional settings:
   
   • Block my calendar for this period: prevents others from booking time on your calendar.
   • Automatically decline new invitations for events that occur during this period: rejects meeting invites that arrive during your absence.
   • Decline and cancel my meetings during this period: cancels existing meetings too.
9. Click Save.

How to set out of office in Outlook 365 (web)

To set up out of office in Outlook 365 on the web, go to Settings > Accounts > Automatic Replies, toggle it on, set your dates, write your message, and click Save. If you're using Outlook through a browser via Microsoft 365 (formerly Office 365), here's how to do it step-by-step:

1. Sign in to outlook.office.com or your organization's Microsoft 365 portal.
2. Click the Settings gear icon (⚙️) in the top-right corner.
3. Select Accounts > Automatic replies.
4. Toggle on Turn on automatic replies.
5. (Optional) Check Send replies only during a time period and set your start and end dates.
6. Compose your message. Use the formatting toolbar to add bold text, links, or bullet points.
7. (Optional) Enable additional settings:
   
   • Block my calendar for this period: prevents others from booking time on your calendar.
   • Automatically decline new invitations for events that occur during this period: rejects meeting invites that arrive during your absence.
   • Decline and cancel my meetings during this period: cancels existing meetings too.
8. (Optional) Toggle on Send replies outside your organization for a separate external message.
9. Click Save.

How to set out of office in the Outlook app (mobile)

To set out of office on the Outlook mobile app, tap your profile icon, go to Settings, select your mail account, tap Automatic Replies, and toggle it on. If you need to turn on an out-of-office reply from your phone, the Outlook app for iOS and Android makes it easy, and it's the fastest way to enable auto-replies in a pinch (great for unexpected sick days or last-minute time off).

1. Open the Outlook app on your iOS or Android device.
2. Tap your profile icon in the top-left corner.
3. Tap the Settings gear icon (⚙️) in the bottom-left.
4. Tap your mail account (your email address).
5. Tap Automatic Replies.
6. Toggle on Automatic Replies.
7. (Optional) Check Reply during a time period and set your start and end dates.
8. Write your out-of-office message in the Reply to everyone field.
9. Depending on your account type, you may also see a separate field for replies to people inside your organization only.
10. (Optional) Toggle on Block my calendar to create an OOO calendar event for the period, and use Clear my calendar to cancel or decline meetings during your absence.
11. Tap the checkmark (✓) to save.

How to set out of office on your Outlook calendar

To mark your Outlook calendar as out of office, create an all-day event and set the "Show As" status to "Out of Office." Automatic replies handle your email, but if you're wondering how to show out of office on your Outlook calendar too, this step lets colleagues see your availability at a glance and prevents meeting conflicts during your absence.

Creating an out-of-office calendar event

1. Open Outlook Calendar (desktop, web, or mobile).
2. Click or tap to create a new event on the date(s) you'll be away.
3. Set the event to All day (or set specific start/end times for partial-day OOO).
4. In the Show As dropdown, select Out of Office.
   
   • In New Outlook or Outlook on the web, look for the Status or Show as option in the event details.
5. Title the event descriptively (e.g., "OOO: Vacation" or "Out of Office: Conference").
6. (Optional) Add details in the event body, such as who to contact while you're away.
7. Click Save.

When your calendar shows "Out of Office," anyone who tries to schedule a meeting during that time will see a conflict notification. This is especially useful for multi-day absences like vacations or parental leave, and it answers the common question of how to add out of office to your Outlook calendar without relying solely on auto-replies.

Making your OOO status visible to your team

• Set event visibility to Public (or the default) so that free/busy information is shared.
• If your organization uses shared calendars, the OOO block will appear automatically for anyone with access.
• For room and resource calendars, marking yourself as OOO helps scheduling assistants avoid double-booking.

How to set out of office in Microsoft Teams

To set out of office in Teams, click your profile picture, select "Set status message," click "Schedule out of office," toggle on automatic replies, write your message, and click Save. Microsoft Teams and Outlook are tightly integrated when connected through the same Microsoft 365 account, so you can set your out-of-office status from either app, and it syncs to both automatically.

Setting out of office from your profile

1. Open Microsoft Teams (desktop or mobile).
2. Click your profile picture in the top-right corner.
3. Select Set status message.
4. At the bottom of the dialog, click Schedule out of office.
5. Toggle on Turn on automatic replies.
6. Type your out-of-office message in the text box.
7. (Optional) Check Send replies outside my organization to auto-reply to external contacts.
8. (Optional) Check Send replies only during a time period and set your start and end dates.
9. Click Save.

Setting out of office from Teams settings

You can also access the same feature through Settings:

1. Click Settings and more (⋅⋅⋅) > Settings > General.
2. Scroll to the Out of Office section near the bottom.
3. Click the Schedule button.
4. Follow steps 5–9 above.

What happens when you set OOO in Teams

Once saved, Teams will automatically:

• Update your presence status to "Out of Office" (the purple OOO badge)
• Send auto-replies when anyone messages you in Teams chat
• Sync your OOO status and auto-reply message with Outlook

How to manage team out-of-office & PTO calendars

To track out-of-office time across your whole team, create a shared calendar and use an automated sync tool like Reclaim.ai to pull individual OOO events into one place. Setting your own out-of-office is straightforward, but if you're a manager wondering how to keep track of when your entire team is out, a shared PTO calendar is essential for:

• Avoiding scheduling conflicts and missed meetings
• Planning project timelines around team availability
• Ensuring adequate coverage and smooth handoffs
• Coordinating across time zones and working hours

The manual approach

Most teams rely on a shared calendar, spreadsheet, or Slack messages to track time off. While that works at a small scale, it depends on every person remembering to update a shared resource, and things inevitably slip through the cracks.

Automate your team OOO calendar with Reclaim.ai

If you're looking for a better way to track team PTO and out-of-office time, Reclaim.ai's Out-of-Office Calendar automates the entire process for both Google Calendar and Outlook Calendar users.

Here's how it works:

• Automatic OOO event sync: Reclaim detects out-of-office events on individual team members' calendars and automatically syncs them to a shared team calendar. No manual updates needed.
• Full-day & partial-day OOO support: Whether someone is out for a full week of PTO or just leaving early for an appointment, the shared calendar reflects it.
• Shared team availability: Get a single source of truth for who's available and who's out, without checking multiple calendars.
• AI meeting auto-rescheduling: When a team member marks PTO, Reclaim can automatically reschedule affected meetings, shift tasks, and protect focus time around the absence.
• Automatic PTO Slack status sync: OOO status syncs to Slack automatically, so your team is in the loop across all their tools.
• Automated team provisioning & auto-enrollment: Set up OOO calendars by team and automatically add new teammates as your organization grows, with no manual configuration per person.
• OOO time tracking: Track and analyze time away across the team for capacity planning and workload management.

Getting started with Reclaim's OOO Calendar

OOO Calendars are available on Reclaim's Business and Enterprise plans, and you'll need to be a Reclaim team admin to set them up. Here's how:

1. Create or choose a shared calendar

In Outlook Calendar:

1. Open Outlook Calendar (desktop or web).
2. In the left panel, click Add calendar.
3. Select Create blank calendar.
4. Name it (e.g., "Team OOO") and choose where to save it.
5. Click Save.
6. Right-click the new calendar in your list.
7. Select Sharing and permissions.
8. Add teammates or groups.
9. Set permissions to Can edit.
10. Click Share.

In Google Calendar:

1. On the left, next to "Other calendars", click the + icon.
2. Select Create new calendar.
3. Name it (e.g., "Team OOO") and click Create calendar.
4. Go to Settings > under your new calendar, click Share with specific people or groups.
5. Add teammates and set permissions to Make changes to events.

2. Add the calendar in Reclaim

1. Go to Team Settings → Team OOO Calendars.
2. Click Add a Calendar.
3. Select the calendar name, owner, and the shared calendar you created.
4. Click Create.

Reclaim automatically detects participants, syncs OOO events, and keeps the shared calendar updated. Team members just add OOO time to their own calendars as usual. Reclaim handles the rest.

Admins can configure additional settings like whether to include all-day busy events as OOO time, how to display partial-day events, and whether non-admins can create their own OOO calendars.

Out-of-office auto-reply examples

Looking for out-of-office message examples you can copy and paste? Here are 9 ready-to-use OOO templates for every scenario, from vacation and sick leave to parental leave and client-facing replies. Customize the bracketed fields and you're done.

1. Standard out-of-office auto-reply

2. Vacation / PTO auto-reply

3. Humorous out-of-office message

4. Sick leave / short notice OOO

5. Maternity / paternity leave auto-reply

6. Conference or event (informative template)

7. Business trip

8. Company holiday / office closure

9. External / client-facing OOO message

Tips & tricks for a perfect out-of-office message

Ready to make your out-of-office message shine? Whether heading for the beach or deep into a project, these tips and tricks will help you craft a clear, concise, and professional auto-reply.

1. Make it personal (but professional)

• If your company culture allows, inject a bit of humor or a personal touch to make your message stand out.
• Nevertheless, keep it appropriate. Avoid anything controversial, offensive, or overly personal.

"I'm currently out of the office, exploring the culinary delights of Italy until [end date]. While I'm mastering the art of pasta making, feel free to contact [colleague's name] at [colleague's email] for any urgent matters."

2. Provide the right information

• Clarity is key. Make sure your message clearly states your return date and whether you'll have access to email.
• Alternate contact: Always provide a way for people to get in touch with someone else in your absence, especially for urgent matters.
• Set expectations: Let people know when they can expect a response. Will you reply upon your return, or will it take longer?

3. Formatting tips for visual appeal

• Use bullet points: If you need to provide a ton of information for various scenarios, break up the text into bullets for easier reading.
• Bold key information: Highlight important details like dates and contact information.
• Keep it brief: Avoid long paragraphs.

4. Troubleshooting tips

• Not receiving replies: Check your spam folder to ensure the replies aren't being filtered.
• Message not sending: Confirm you've clicked "OK" or "Save" to activate the message. Double-check dates and times.
• Message not turning off: If you didn't set an end date, disable it manually after your return.

Keep everyone in the loop with out-of-office messages

Whether you're setting up an out-of-office reply in Outlook for the first time or scheduling weeks in advance, it only takes a few minutes to configure automatic replies, block your calendar, and sync your status in Teams. Following the step-by-step instructions in this guide, you can set up your out-of-office message in any version of Outlook (desktop, web, or mobile) so you can fully disconnect while you're away.

Remember, a well-crafted out-of-office message keeps your colleagues and contacts informed while you're away, and it can add a touch of personality or humor to brighten their day.

And if you're managing a team, automating OOO visibility with a tool like Reclaim.ai means less manual coordination and more time focused on the work that matters. Try it free →