Setting up automatic out-of-office replies ensures that anyone who contacts you via email is promptly informed of your absence and knows when to expect a response. This feature is especially useful for extended leaves or vacations. This guide will walk you through configuring automatic replies in the new Outlook app on Windows 11.

Set up out-of-office auto-reply from the settings

Step 1: Open the Start Menu and type Outlook in the search bar. Click on the Outlook app from the search results to launch it.

Step 2: Once Outlook is open, click on the 'gear' icon located in the top-right corner to access the Settings menu.

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

Note: Gmail, Yahoo, and certain IMAP/POP accounts may not support automatic replies functionality. If you do not see the 'Automatic replies' option, your email account might not support this feature yet.

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

Step 5: If you want the automatic replies to be sent only during a specific time frame, check the box labeled 'Send replies only during a time period'. Then, set the start and end dates and times.

Note: If you don't specify a time period, Outlook will continue sending automatic replies until you manually turn it off.

Step 6: To block your calendar, decline new meeting requests, and cancel existing meetings during your absence, check the options 'Block my calendar for this period', 'Automatically decline new invitations for events that occur during this period', and 'Cancel meetings during this period'. This will inform your colleagues about your unavailability.

Step 7: Compose the message you wish to send as an automatic reply in the text box provided. This message will be sent to anyone who emails you during your specified absence.

Step 8: If you want to send automatic replies to people outside your organization, check the box 'Send replies outside your organization'. You can either type a new message or copy and paste the one you've already composed. When you're finished, click 'Save' to apply your settings.

Once saved, Outlook will automatically send your specified reply to anyone who emails you during the time period you set.

By setting up automatic out-of-office replies, you ensure that colleagues and clients are informed about your absence and can adjust their expectations or seek assistance from others if necessary.