How to Set Out of Office Auto-Reply in New Outlook App on Windows 11 (25H2)

Whether you’re heading out on vacation, attending a conference, or simply stepping away from your inbox for a few days, setting an out-of-office auto-reply ensures that anyone who emails you gets an immediate, professional response. The new Outlook app on Windows 11 (25H2) makes this straightforward — you can set a custom date range, block your calendar, and even send a different message to people outside your organization, all from the same settings panel.

How to Set Up an Out-of-Office Auto-Reply in the New Outlook App on Windows 11

All automatic reply settings in the new Outlook app are managed from the Settings panel. Follow the steps below to configure your out-of-office message from start to finish.

Step 1: Open the Start Menu, type Outlook in the search bar, and click the Outlook app in the results to launch it.

Step 2: Once Outlook is open, click the gear icon in the top-right corner of the window to open the Settings panel.

Step 3: In the Settings panel, select the Accounts tab from the left sidebar, then click Automatic replies.

Step 4: On the Automatic replies screen, toggle the Automatic replies switch to the On position to enable the feature.

How to Set a Specific Time Period for Out-of-Office Auto-Replies in Outlook

Step 5: To limit auto-replies to a specific window of time, check the box labeled Send replies only during a time period. Use the date and time pickers to set your Start time and End time. Outlook will automatically stop sending replies once the end time passes — no need to remember to turn it off manually.

💡 Tip: Always set your end time to the day you return to the office rather than your last day away. This prevents auto-replies from going out on your first day back.

How to Block Your Calendar and Decline Meetings While Out of Office

Step 6: Expand the additional options to manage your calendar during your absence. You can check any combination of the following:

• Block my calendar for this period — Marks the time as busy so colleagues can see you are unavailable when scheduling meetings.
• Automatically decline new invitations for events that occur during this period — Sends an automatic decline to any new meeting requests that fall within your absence window.
• Decline and cancel my meetings during this period — Cancels existing meetings already on your calendar during the specified dates.

⚠️ Warning: The Decline and cancel my meetings option will send cancellation notices to all meeting participants for any events during your absence. Use this option carefully — it cannot be undone automatically once the cancellations are sent.

How to Write Your Out-of-Office Message in Outlook

Step 7: In the text box provided, type the message you want recipients to receive. A good out-of-office message typically includes the dates you will be away, when you expect to respond, and an alternative contact for urgent matters.

💡 Tip: Keep your message concise. Include: (1) the dates you are away, (2) when you will reply, and (3) an emergency contact. Avoid oversharing details about your location or travel plans for security reasons.

How to Send Out-of-Office Auto-Replies to External Senders in Outlook

Step 8: If your account is part of an organization (such as a Microsoft 365 work or school account), auto-replies are sent only to internal colleagues by default. To also reply to people outside your organization — such as clients, vendors, or partners — check the box labeled Send replies outside your organization. You can either reuse your existing message or type a separate, more concise message tailored to external contacts. When finished, click Save.

Once saved, Outlook will immediately begin sending your auto-reply to anyone who emails you — within or outside your organization — during the time window you configured. The feature will turn itself off automatically when your end date and time arrives.

Out-of-Office Auto-Reply in Outlook: Quick Summary

Setting up an automatic out-of-office reply in the new Outlook app takes less than two minutes and ensures your inbox manages itself while you are away. Here is a quick recap of what each option does:

• Automatic replies toggle: Turns the feature on or off instantly — no time period required if you want it running indefinitely.
• Send replies only during a time period: The safest option for planned absences — Outlook handles the start and end automatically.
• Calendar blocking & meeting decline: Prevents double-booking and keeps your schedule clean while you are away.
• Internal message: Sent to colleagues within your organization — can be more casual and detailed.
• External replies: Sent to people outside your organization — keep these more professional and less specific about your whereabouts.

To disable auto-replies early, simply return to Settings > Accounts > Automatic replies and toggle the switch off. Any unsent replies will stop immediately.