Automatic replies tell senders when you are unavailable and who can help while you are away. Check the dates, audience, and message before enabling them so the response remains useful without revealing unnecessary details.
Set a schedule
- Open Automatic replies in Outlook’s account or mail settings. Classic Outlook commonly places this under File; new Outlook and Outlook on the web use Settings. Available options vary by account type.
- Enable automatic replies and select a start and end time where supported.
- Check the time zone and your return date.
- Save the settings and confirm that the schedule and message are still shown correctly.
Write separate internal and external messages
An internal reply can identify the colleague handling your work. An external reply should be shorter and include only an approved business contact.
Example: “Thank you for your message. I am unavailable until [date]. For assistance before then, please contact [approved team address]. I will respond after I return.”
Avoid publishing travel locations, personal phone numbers, sensitive staffing information, or details of internal systems. Check whether external replies are enabled and whether the selected audience is appropriate.
Check shared mailbox arrangements
If the reply is for a department rather than your personal mailbox, confirm that you are changing the correct mailbox. Shared-mailbox automatic replies may need to be configured by your Microsoft 365 administrator. Do not change another person’s settings without authorization.
If the reply does not work
Ask a colleague to send a simple test. Do not assume that sending many tests from the same address will produce a reply each time. Check whether the automatic-reply period is active and whether the sender is included in its audience.
Send AvrinTech the affected address, intended dates and time zone, your Outlook version, and whether internal or external replies are failing. Never include a password in the request.
Further guidance: Microsoft: automatic out-of-office replies.
