Examples + setup guide · Updated June 2026
Out of Office Messages, ready to copy
Copy-and-paste out of office message examples for every situation — vacation, sick leave, holidays, parental leave, and more — plus exactly how to set up an out of office (automatic replies) in Outlook on Windows, the web, and your phone.
What is an out of office message?
An out of office message (also called an OOO message or automatic reply) is the email that's sent back automatically when you're away, letting people know you won't reply right now, when you'll be back, and who to contact if it's urgent. In Outlook you set one up through Automatic Replies. Below you'll find ready-to-use examples for every scenario, then step-by-step setup for every version of Outlook.
The basics
What a good out of office message includes
The best out of office messages are short and answer four quick questions for whoever emailed you:
- That you're away — so they're not left wondering why you've gone quiet.
- When you'll be back — a clear return date sets expectations.
- Who to contact for anything urgent while you're out.
- What happens next — that you'll reply when you return.
Keep it to a few lines, stay professional, and skip personal details like your exact holiday location (it's a small security habit worth keeping). Now grab a template below and make it yours.
Copy & paste
Out of office message examples
Ready-to-use templates for every situation — just swap the [brackets] for your own details and hit copy.
Professional out of office message
General
Thank you for your email. I'm currently out of the office and will return on [date]. I'll respond to your message as soon as possible after I'm back.
For anything urgent, please contact [Name] at [email].
Best regards,
[Your name]
No contact
Hello, and thank you for reaching out. I'm away from the office until [date] with limited access to email. I'll reply to your message when I return.
Thank you for your patience.
[Your name]
Short & simple out of office message
Brief
I'm out of the office until [date] and will reply when I'm back. Thanks for your email.
Minimal
Thanks for your message. I'm away until [date] with no access to email and will get back to you on my return.
Vacation out of office message
Holiday
Thank you for your email. I'm on holiday from [start date] to [end date] and won't be checking messages. I'll respond once I'm back at my desk on [return date].
For urgent matters, please reach [Name] at [email].
[Your name]
Warm
Hi there! I'm taking some time off and will be back on [date]. Your email matters to me, so I'll reply as soon as I return. For anything that can't wait, [Name] ([email]) is happy to help.
Thanks for understanding,
[Your name]
Out of office message with an alternate contact
Cover
Thank you for your email. I'm out of the office until [date]. While I'm away, [Name] is covering for me — please contact them at [email] or [phone] for anything urgent.
I'll follow up on your message when I return.
[Your name]
Sick leave out of office message
Sick leave
Thank you for your email. I'm currently out of the office on sick leave and not checking messages regularly. For urgent matters, please contact [Name] at [email].
I'll respond to your email as soon as I'm able.
[Your name]
Extended leave
Hello, and thank you for reaching out. I'm away on extended leave until [date] and won't be monitoring this inbox. For immediate assistance, please contact [Name] at [email] — they'll be able to help while I'm away.
[Your name]
Maternity & paternity leave out of office message
Parental leave
Thank you for your email. I'm currently on parental leave and will be away until [date]. During this time, [Name] ([email]) is handling my responsibilities and will be glad to help.
I'll respond to your message after I return.
[Your name]
Public holiday out of office message
Office closed
Thank you for your email. Our office is closed for [holiday] and will reopen on [date]. I'll respond to your message once we're back.
Wishing you a wonderful [holiday]!
[Your name]
Business travel out of office message
Travel
Thanks for your email. I'm travelling for [conference/business] until [date] with limited access to email, so replies may be delayed. For urgent matters, please contact [Name] at [email].
I'll get back to you as soon as I can.
[Your name]
Internal vs external out of office message
Inside (colleagues)
I'm out of the office until [date]. For anything urgent, ping [Name] on Teams or email [email] — I'll catch up on everything when I'm back.
Outside (clients)
Thank you for contacting [Company]. I'm currently out of the office until [date]. Your email is important to us — for immediate assistance, please contact [Name] at [email] or call [phone].
I'll respond personally as soon as I return.
[Your name]
The setup
How to set out of office in Outlook
These steps cover the new Outlook for Windows and Outlook on the web — the most common versions today. Classic Outlook, mobile, and IMAP/POP accounts are right below.
Before you go
Heading out of the office
01
Open settings
In new Outlook, go to View → View settings (or click the gear icon). In Outlook on the web, click Settings (gear, top-right).
02
Go to Automatic Replies
Select Accounts → Automatic Replies. (Pick the right account first if you have more than one.)
03
Turn it on
Flip the Turn on automatic replies toggle.
04
Set the dates (recommended)
Tick Send replies only during a time period and enter a start and end time — Outlook then turns the reply off automatically when you're back.
05
Write your message
Type your reply in the box (this is what people inside your organization see). Paste one of the templates above.
06
Add an external message (optional)
Tick Send replies outside my organization and add a separate, more formal message for clients and outside contacts.
07
Save
Click Save. Your out of office is live — and it'll switch itself off at the end time you set.
Done
Automatic replies are on
Other versions
Classic Outlook, mobile & IMAP accounts
On a different version? Here's how to set out of office everywhere else.
Classic Outlook (Windows 2016/2019/2021)
- Click File in the top-left.
- Select Automatic Replies (Out of Office).
- Choose Send automatic replies, and optionally tick "Only send during this time range" to set dates.
- On the Inside My Organization tab, type your message for colleagues.
- On the Outside My Organization tab, add a message for external contacts (optional).
- Click OK.
Outlook mobile app (iPhone & Android)
- Tap your profile picture (top-left), then the Settings gear.
- Tap the account you want to set up.
- Tap Automatic Replies and switch it on.
- Type your message, optionally set it for internal-only or everyone, and save.
POP / IMAP accounts (Gmail, etc.) — no Automatic Replies button
- Automatic Replies only works for Exchange, Microsoft 365, and Outlook.com accounts — POP/IMAP accounts (like Gmail added to Outlook) don't have the button.
- Instead, create a new email as your reply, then save it as an Outlook Template (File → Save As → Outlook Template).
- Go to Rules → Manage Rules & Alerts → New Rule → Apply rule on messages I receive → reply using a specific template.
- Outlook must stay open and running for the rule to send replies. The easier option is usually to set the out of office directly in your provider's webmail (e.g. Gmail's "Vacation responder").
Internal vs external: always write two versions — a casual one for teammates and a polished one for outside contacts. Be aware that external replies go to everyone who emails you, including newsletters, so keep that message generic.
Bonus
Show out of office on your Outlook calendar
Automatic Replies handle your email — but to also block your calendar so colleagues see you're away:
- Create an all-day event for the days you're out.
- Set the Show As status to Out of Office so it shows in your free/busy and declines or flags new meeting invites.
Do this
Tips for a great out of office message
- Set a start and end date so the reply turns itself off — no awkward "I'm away" messages a week after you're back.
- Name a real backup and check they're happy to be the contact before you list them.
- Keep it short. Three or four lines is plenty — nobody reads a paragraph of auto-reply.
- Don't overshare. Skip your exact location and travel plans — it's a simple security habit.
- Proofread it. This message goes to everyone — typos in an auto-reply look careless.
- Set your signature too while you're at it — our email signature guide keeps yours consistent.
Fixes
Out of office not working? Common fixes
| Problem | Why | Fix |
|---|---|---|
| No "Automatic Replies" button | POP/IMAP account (e.g. Gmail in Outlook) | Use a rule + template, or set it in your provider's webmail |
| External people get nothing | External replies are off by default | Tick "Send replies outside my organization" |
| Still replying after I'm back | No end date was set | Set a time period, or toggle it off manually |
| Reply sent only once per person | This is normal for Exchange/M365 | Working as intended — each sender gets one reply per away period |
| Rule-based reply not sending | Outlook isn't running | Keep Outlook open, or use webmail's vacation responder instead |
Answers
Out of office messages — FAQ
What is an out of office message?
An out of office message (or OOO message / automatic reply) is an email sent back automatically when you're away. It tells people you won't reply right now, when you'll return, and who to contact for anything urgent. In Outlook you set one up through Automatic Replies.
What should my out of office message say?
Keep it to a few lines: that you're away, your return date, who to contact for urgent matters, and that you'll reply when you're back. Stay professional and skip personal details like your exact travel plans. Use any of the templates above as a starting point.
How do I set up an out of office in Outlook?
In new Outlook or Outlook on the web, open Settings → Accounts → Automatic Replies, turn it on, set a time period, type your message, optionally add an external version, and save. In classic Outlook, go to File → Automatic Replies (Out of Office).
How do I set out of office in the new Outlook?
Go to View → View settings (or click the gear icon), then Accounts → Automatic Replies. Toggle "Turn on automatic replies," set a start and end time, write your message, and save.
How do I set out of office in Outlook on the web?
Click the Settings gear at the top-right, choose Accounts → Automatic Replies, switch it on, set the time period, type your reply, tick "Send replies outside my organization" if needed, and save.
How do I set an out of office on the Outlook mobile app?
Tap your profile picture, then the Settings gear, choose your account, tap Automatic Replies, switch it on, type your message, and save. It works on both iPhone and Android.
How do I schedule an out of office in Outlook?
When setting up Automatic Replies, tick "Send replies only during a time period" and enter a start and end time. Outlook turns the reply on and off automatically for those dates, so you don't have to remember to disable it.
Can I send different messages to internal and external contacts?
Yes. Outlook lets you write one message for people inside your organization and a separate one for outside contacts. Enable "Send replies outside my organization" and add a second, more formal message there.
Why don't I have the Automatic Replies button in Outlook?
Automatic Replies only works for Exchange, Microsoft 365, and Outlook.com accounts. If you've added a POP or IMAP account such as Gmail, the button won't appear — use a rule with a reply template, or set the out of office in your provider's webmail.
How do I turn off out of office in Outlook?
If you set an end date, it switches off on its own. To turn it off manually, open Automatic Replies again and toggle it off (or choose "Don't send automatic replies" in classic Outlook).
What does OOO or OOF mean?
OOO simply stands for "out of office." OOF is Microsoft's older term for the same feature — it dates back to an early system where the status was labelled "Out of Facility," and the name stuck inside Microsoft.
How long should an out of office message be?
Short — three or four lines. Cover that you're away, when you're back, and who to contact, then stop. Long auto-replies rarely get read past the first sentence.
- Microsoft Support — Set up out of office automatic replies in Outlook
- Microsoft Support — Automatic replies in Outlook on the web
Last updated: June 13, 2026 · Reviewed against current Microsoft Outlook documentation.