How to Set Up Out-of-Office Replies in Outlook
Going on leave? A correctly configured out-of-office reply ensures your clients and colleagues know you're unavailable — and who to contact instead. Here's how to set it up on every platform.
Need Help With Outlook? Contact DM1Automatic Replies — What They Do and What to Include
An out-of-office reply (called Automatic Replies in Outlook) sends an automatic response to anyone who emails you while you're away. You can set different messages for people inside your organisation and people outside it, and you can set a start and end date so it switches off automatically when you return. Most Outlook versions also let you add a contact for urgent matters and a brief message about when you'll respond.
Tip from DM1: Always set a separate message for internal and external senders. Your internal message can be more informal and include your mobile if colleagues may need to reach you. Your external message should be professional and always include an alternative contact — ideally a name and email address, not just 'contact our office'.
How to Set Up Out-of-Office on Every Platform
The steps vary slightly depending on whether you're using the Outlook desktop app, Outlook on the web, or Outlook on your phone. All options are covered below.
What to Include in a Good Out-of-Office Message
A well-written out-of-office message gives the sender what they need without requiring a follow-up. Here's what DM1 recommends including:
Your return date
Be specific. 'I'm back on Tuesday 22 April' is more useful than 'I'll be back soon'. Clients and suppliers plan around your return date.
Whether you'll have limited access
If you're checking email occasionally, say so. 'I'll have limited access and will respond to urgent matters within 48 hours' sets a realistic expectation.
An alternative contact
Include a name, email address and phone number for urgent matters. 'For urgent enquiries, please contact [name] at [email] or on [phone]' is the minimum.
What counts as urgent
Optional, but useful for client-facing roles. 'For urgent matters relating to existing projects, please contact [name]. For new enquiries, I'll respond on my return.'
Professional close
Sign off with your full name and title. Your out-of-office is often the first thing a new client or supplier receives from you — first impressions apply.
Common Out-of-Office Problems and How to Fix Them
These are the Outlook automatic reply issues DM1 is asked about most often:
'I can't find the Automatic Replies option'
This usually means your account is set up as IMAP rather than as a Microsoft 365 Exchange account. IMAP accounts don't support server-side automatic replies. DM1 can reconfigure your Outlook profile as a proper Exchange connection — which also gives you better calendar and contacts sync.
'My out-of-office is sending but clients say they're not receiving it'
Check that Outside My Organisation is enabled and ticked to send to all external senders (not just contacts). Also check your junk mail settings — some Outlook configurations only auto-reply to contacts by default.
'My out-of-office won't turn off'
If you set an end date, it should turn off automatically. If it hasn't, go back to Automatic Replies and select Do not send automatic replies. On mobile, toggle it off in the same place you turned it on.
'I want different messages for different senders'
Standard Outlook only supports two messages — internal and external. For more complex routing (e.g. different replies for different clients), DM1 can configure inbox rules in Exchange Online to handle specific scenarios.
'My out-of-office is replying to every email in a thread, not just the first'
This is normal behaviour for external senders — Outlook only sends one automatic reply per sender per day, but some mail systems generate a new sender address for each reply. DM1 can review your Exchange settings if this becomes a problem.
Why Perth Businesses Use DM1 for Outlook Support
✓ Microsoft 365 Exchange Expertise
DM1 manages Microsoft 365 Exchange Online for Perth businesses directly — including account configuration, mailbox settings and Outlook profile setup. If Outlook isn't behaving correctly, DM1 finds and fixes the cause.
✓ Remote Support Available
DM1 can connect remotely to your device and configure Outlook settings directly — no need to bring your laptop in or wait for a site visit.
✓ All Platforms Covered
Whether your team uses Outlook on Windows, Mac, iPhone or Android, DM1 supports all versions. We also support Outlook on the web for staff who prefer browser-based access.
✓ Part of Managed Services
For DM1 managed services clients, Outlook support is included. Questions like this are handled by phone or remote session — no additional charge.
Need Help With Outlook? DM1 Can Sort It Remotely
DM1 provides Outlook support for Perth businesses on Microsoft 365 — by phone or remote session. Call (08) 6202 6012 or contact us online.
Contact DM1(08) 6202 6012