How To Set Out of Office in Outlook Calendar (Windows & Mac)

Last Updated on Aug 29, 2022

Nowadays, most organizations use shared calendars in Outlook to sync daily appointments, events, meetings, etc. You can set out of office (ooo) in the outlook calendar when you are not available, which will get reflected in all your shared calendar. 

With Outlook out of office calendar, you notify others that you are on vacation for a particular period, so do not disturb them during that time. 

We will discuss how you can set up Outlook out of office calendar for windows, web, and mac in detail.

How to add out of office in outlook calendar in Windows

Refer to the below-mentioned steps to use the Outlook out of office calendar feature.

Step 1→ Open the Outlook app.

Step 2→ Click on the Calander icon from the left bottom.

Step 3→ Check/Select the Calander in which you want to mark out of office.

Step 4→ Double clicks on the first day in the calendar when you plan to be out of the office.

create-a-new-calendar-event-in-outlook-step-4
create-a-new-calendar-event-in-outlook-step-4

Now, the Event window will appear

Step 5→ In the Title field, write down why you are out. Then, in Location Field, write where you’re going. 

Choose the start date when you will be out and the return date. Don’t forget to tick mark on All Day.

Step 6→ Select the Show As option as the Out of Office.

Please write down the Brief message in a mail body part that you want to pass to others when they find you’re gone or not available. You can also provide an alternate contact number on your behalf.

Step 7→ Click on save and close.

put-out-of-office-auto-reply-message-in-outlook
put-out-of-office-auto-reply-message-in-outlook

Now you can check that the time you have set gets blocked (Highlighted on the calendar) on the selected calendar.

out-of-office-schedule-in-outlook
out-of-office-schedule-in-outlook

How to mark out of office in outlook calendar in Outlook on the web 

With the simple steps, we will teach you how to set out of office notes on outlook browser.

Please go through the following steps to learn Outlook out of office calendar for the web browser.

Step 1→ Open outlook on the web browser and sign in if you are not already signed in

Step 2→ Click on the calendar from the left side pan.

Step 3→ Check/Select the Calander in which you want to mark out of office

Step 4→ Double clicks on the first day in the calendar when you plan to be out of the office, or you can click on New Event.

create-out-of-office-event-in-outlook-calendar-on-web
create-out-of-office-event-in-outlook-calendar-on-web

Step 5→ Add the title and In Location Field, write where you’re going. 

Choose the start date when you will be out and the return date. Don’t forget to tick mark on All Day.

Write a brief message body part that you want to convey to a co-worker.

Step 6→ Select Show As option as Away.

Step 7→ Click on save and close.

set-out-of-office-on-calendar-step7
set-out-of-office-on-calendar-step7

Now you can check that the time you have set gets blocked (visually highlighted on the calendar) on that selected calendar.

see-out-of-office-on-web-in-outlook
see-out-of-office-on-web-in-outlook

How to put out of office in outlook calendar in mac

You can follow the steps mentioned below to learn how to show out of office in outlook calendar in mac device.

Step 1→ Open the Outlook app on mac.

Step 2→ Click on the Calander icon from the left bottom.

Step 3→ Check/Select the Calander in which you want to mark out of office.

Step 4→ Double clicks on the first day in the calendar when you plan to be out of the office.

Now, the Event window will appear,

add-a-new-event-for-outlook
add-a-new-event-for-outlook

Step 5→ Mention Title and location under Title Field and location field, respectively.

Choose the start date when you will be out and the return date. Don’t forget to tick mark on All Day.

Step 6→ Select the “Out of Office” option from the drop-down menu at the top left of the event pop box.

Please write down the brief message in a mail that you want to convey to others when they find you’re gone or not available. You can also provide an alternate contact number on your behalf.

Step 7→ Click on save and close.

out-of-office-option-in-outlook-step-7
out-of-office-option-in-outlook-step-7

Now you can check that the time you have set gets blocked (Highlighted on the calendar) on the selected calendar.

see-out-of-office-in-outlook-calendar
see-out-of-office-in-outlook-calendar

FAQs

1. How do I set up out of office in Outlook calendar?

or

How do I set up an out of office message?

or

How do I show out of office in calendar?

You can set up/showout of office outlook calendar hassle-free with the easy process we have already stated in the above article. Please go through above article to get a clear idea of how to set an outlook calendar out of office.

2. How do I set up out of office in Outlook 2022?

Generally, people are using office 365 in the year 2022. So, by default, we consider that you have Outlook in office 365.

Here are brief steps on how to set up out of office in outlook 2022.

Open outlook app > click on the calendar icon > select calendar > Double clicks on a specific date > Mention Title, Start and end time(out of office time), Check All Day, location > write the brief message you want to convey when you are out of office > Select “Out of office “from the drop-down list in Show As option present on the toolbar > Click save For detailed steps, you can refer above article.

3. Where is the out of office in Outlook 365?

You can find out of the office option in outlook 365 with these steps,

Open outlook app > click on the calendar icon (bottom left) > select calendar > Double click on a specific date in the calendar to open Event window> on the toolbar in the “Show as” option, select “out of office” (last option) from the drop-down list.> Click Save

4. How do I set up automatic reply in Outlook calendar?

Automatic replies will notify others that you are unavailable or on vacation to respond to email messages.

Therefore, you need to create only a customized message that will automatically reach each sender; that will eventually save you time and enjoy your leisure time in do not disturb mode.

You can easily set up Outlook Automatic Reply with these simple steps. 

Step 1→ Open the Outlook app on windows.

Step 2→ Go to File.

open-file-in-outlook-step-2
open-file-in-outlook-step-2

Step 3Info > Select Automatic Replies

Now, the automatic replies pop box will generate

Step 4→Select Option “Send automatic replies

Step 5→ Mark tick on the option “Only send during this time range” to specify the start and end date/time when you are “out of office”.

Step 6→ Write a brief Out of office message

 which you want to convey automatically to all senders.

Step 7→ Click Ok.

click-ok-to-save-step-7
click-ok-to-save-step-7

Step 8→ You can also specify rules for automatic replies.

specify-rules-for-automatic-replies-step-8
specify-rules-for-automatic-replies-step-8

For that, click on the bottom left “Rules” button. You can Add rules, edit rules, or Delete rules. 

Once your out of office time mentioned during automatic replies is over, it will prompt you to discontinue automatic replies.

Once the Outlook automatic replies are set/turned on, it will automatically send the specific message/notify once for each sender.

5. How do I send an ooo invite in Outlook without blocking my calendar?

Ensure that the Show As option is set as Free, which means your co-worker’s time won’t get affected/blocked during your vacation.

With the following steps, you can send out of the office in outlook calendar without blocking your calendar.

Open outlook app > click on the calendar icon > select calendar > Double clicks on a specific date > Mention Title, Start and end time (out of office time), Check All Day, location > write the brief message you want to convey when you are out of office > Select “Free “from the drop-down list in Show As option present on the toolbar > Click save

6. How do you set an out of office on a team calendar?

There are two different procedures by which you can set Out of Office in Microsoft teams.

Method 1: From Profile Picture

Step 1→ Go To your Profile picture at the top right, Click on the Set Status message.

Step 2→ Select Out of Office at the bottom.

Step 3→ Turn on the toggle button next to turn on automatic replies.

Step 4→Write a brief message you want to convey when you are out of office or unavailable. 

Out of office status is in sync with your outlook calendar.

Step 5→For automatic replies, mark tick in the box next to “send replies outside my organization”

Step 6→ Mark the tick in the box next to “send replies only during a time period.” Write the start and end date for the period when you are not available.

Step 7→ Click the save button.

Method 2: From Settings

Step 1→ Select Settings gear next to the profile picture.

Step 2→ click on general, scroll down to the Out of office option and click schedule.

Step 3→ Now repeat step 3 to step 7 of method one already mentioned above.

As Outlook calendar and Microsoft teams are in sync, whatever changes you make regarding out of office in one app will be reflected in both apps.

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HowtoiSolve Staff

Jaysukh Patel is the founder of howtoisolve. Also self Professional Developer, Techno lover mainly for iPhone, iPad, iPod Touch and iOS, Jaysukh is one of responsible person in his family. Contact On: jaysukh.pharma@gmail.com [OR] admin@howtoisolve.com

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