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Set your Out of Office (Automatic Replies) in Outlook. That information is shared with Microsoft 365 and can also show in Teams.
Set Out of Office in Outlook
Outlook Desktop
- Open Outlook.
- Select File → Automatic Replies (Out of Office).
- Check Send automatic replies.
- Check Only send during this time range.
- Enter your vacation start and end dates/times.
- Enter your message.
- Optionally set a different message for people outside the organization.
- Click OK.
Outlook on the Web
- Click the Settings gear.
- Select Mail → Automatic replies.
- Turn on Automatic replies.
- Set the start/end dates and your message.
- Save.
Make it show in Teams
To have people see you're away when they message you in Teams:
- Open Teams.
- Click your profile picture.
- Select Set status message.
- Enter something like:
On vacation September 8-12, 2026. Limited access to email and Teams.
- Check Show when people message me.
- Set Clear status message after to your return date.
Alternatively, from Teams:
- Click your profile picture.
- Select Set out of office.
- This opens the same Out of Office settings that sync with Outlook.
Make calendar dates visible
If you want coworkers to see the actual vacation dates when scheduling meetings:
- Open your Outlook Calendar.
- Create a new appointment.
- Set Show As = Out of Office.
- Mark it for the full vacation period.
- Save.
After doing all three of these:
- Email senders get an automatic reply.
- Teams users see you're away.
- People checking your calendar see exactly when you're on vacation.
- Meeting organizers are warned you're unavailable.
Microsoft Support Links
Set an Out of Office status in Teams
Explains how to set an Out of Office message, how people see it in Teams, and how it syncs with Outlook automatic replies. [support.mi...rosoft.com]
Set Automatic Replies (Out of Office) in Outlook
Explains scheduling automatic replies, internal vs. external messages, and the different Outlook clients. [support.mi...rosoft.com]
To ensure coworkers and customers know when you're unavailable:
-
Set Automatic Replies in Outlook
- Configure start and end dates.
- Add your vacation message.
- Email senders will automatically receive your Out of Office notice. [support.mi...rosoft.com]
-
Set an Out of Office Status in Teams
- Add an Out of Office message.
- Choose the vacation date range.
- Teams users will see you're away and receive your automatic response when messaging you. [support.mi...rosoft.com]
-
Create an Outlook Calendar Event
- Create an all-day event for the vacation period.
- Set Show As = Out of Office.
- Coworkers scheduling meetings can see your availability.
Note: Teams and Outlook Out of Office settings are synchronized. Changes made in one location are reflected in the other. [support.mi...rosoft.com], [learn.microsoft.com]
For most users, the easiest method is simply to set Out of Office once in either Outlook or Teams, since Microsoft 365 keeps the settings in sync. [support.mi...rosoft.com], [learn.microsoft.com]