Out of Office Message Outlook: Setup, Writing Tips & Templates

Setting up an out of office message in Outlook is one of those tasks that feels like a quick checkbox — until you realise the reply you just wrote sounds robotic or leaves colleagues guessing. A well-crafted automatic reply does more than announce your absence; it keeps professional relationships running smoothly while you’re away.

Supported Platforms: Windows, Mac, Web, Mobile ·
Reply Types: Internal and External ·
Scheduling: Date range with start and end time

Here is a quick reference table that distills the key setup details into a glanceable format.

How Do I Set Up an Out of Office Message in Outlook?

Accessing Automatic Replies in the Desktop App

The classic Outlook app for Windows gives you the most control. Open Outlook, click the File tab, then select Automatic Replies (Out of Office). In the dialog, check Send automatic replies. You can optionally check Only send during this time range and set a start and end date (Microsoft Support).

Setting Up Replies on Outlook Web App

In Outlook on the web (browser), click the gear icon (Settings) > Mail > Automatic replies. Turn on Send automatic replies and, if desired, check Send replies only during a time period (Microsoft Learn Q&A). The web app also lets you optionally block the calendar and automatically decline meetings during your absence.

Scheduling a Time Period for Replies

Whether you’re in the desktop app or the web version, setting a time range is straightforward. Specify the start and end date, and optionally the time. Once the end date passes, Outlook automatically disables the reply (Microsoft Support training page).

Sending Different Replies to Internal and External Senders

Inside the Automatic Replies dialog, you’ll see two tabs: Inside My Organization and Outside My Organization. Compose a separate message for each audience. For external, you can also choose whether to reply only to people in your contacts (Microsoft Learn Q&A).

What Do I Write in an Out of Office Message in Outlook?

Essential Elements of an Out of Office Message

• Your absence dates (start and return date) (Indeed career guide)
• When the sender can expect a response
• An alternative contact for urgent matters
• A brief, courteous closing

Tone and Length Considerations

Keep it professional but warm. A message longer than 200 characters can feel heavy. Use short paragraphs. Avoid jokes or overly casual language unless you’re certain of your audience (Indeed career guide).

Including Contact Information for Urgent Matters

Provide the name, role, and email or phone number of the person covering for you. If no single person, offer a shared mailbox or department contact. This prevents senders from feeling stranded (Zapier blog).

The catch: Listing a specific contact means that person must be aware of the arrangement — otherwise the loop breaks.

What Is an Example of an Out of Office Message?

Short and Simple Example

“I’m out of the office until [date] with limited access to email. I’ll respond when I return. For urgent matters, please contact [name] at [email].” This direct style works for short leaves and internal teams (Indeed career guide).

Professional Example for Client Communication

“Thank you for your email. I am currently out of the office and will return on [date]. During my absence, please direct any urgent inquiries to [contact name] at [email]. I will respond to your message as soon as possible after my return.”

Example for Extended Leave

“I am on leave until [date]. I will have very limited access to email. Please contact [department] at [email or phone] for any immediate needs. All other messages will be addressed after my return. Thank you for your understanding.” This gives a fuller picture and sets expectations for slow response.

Why this matters: A clear example saves you from starting from scratch — just drop in your dates and contact, and you’re ready.

How to Professionally Say “Out of Office”?

Polite Phrases to Indicate Absence

Use phrases like “I’m currently out of the office” or “I will be out of the office from [date] through [date]”. Avoid vague stabs like “I’m not here” or “gone”. Specific dates convey reliability (Indeed career guide).

Avoiding Overly Casual Language

Even in a casual workplace, an out-of-office message is often the first point of contact for a new client or partner. Skip slang, emojis, and abbreviations like “BRB” or “TTYL”. Stick to full sentences.

Handling Urgent Requests

If your work requires immediate escalation, explicitly say: “If this is urgent, please contact [name] at [details].” This reduces frustration and ensures continuity.

The trade-off: Too many instructions can overwhelm the reader; keep the call to action clear and single.

What Is the Best Formal Out of Office Message?

Formal Message Template

“Dear [Recipient], Thank you for your email. I am currently out of the office and will return on [date]. During my absence, please forward any urgent matters to [contact] at [email]. I will respond to your message promptly upon my return. Best regards, [Your Full Name, Title, Company]” This structure respects hierarchy and leaves no ambiguity (Indeed career guide).

When to Use a Formal Tone

Use formal messages for clients, external partners, executives, and any communication sent outside your organisation. Internal messages can be slightly warmer but still structured.

Balancing Formality with Warmth

A formal message need not be cold. Adding a single line such as “Thank you for your patience” or “Wishing you a great week” keeps it human without sacrificing professionalism.

The implication: A formal OOO message signals respect for the recipient’s time and reinforces your professional brand even when you’re away.

Your out-of-office message is a handshake with every incoming email. A well-tailored reply — with clear dates, a contact for emergencies, and a tone that matches your audience — turns a simple automation into a relationship-maintenance tool. Professionals who invest fifteen minutes in a thoughtful reply build trust even when out of reach.