Microsoft 365: Configure Automatic Replies (Out of Office) in OWA

Overview

Out of Office (Automatic Reply) messages are sent automatically to anyone who emails you during a time period you designate.

Important: Automatic replies are sent only once per sender for each activation period. If the same sender emails you again while your Out of Office message is active, they will not receive an additional reply.

Note: You must be in the Mail application. The menu options change if you are viewing Calendar, People, or other sections.

Turning On an Out of Office Message

1. Log in to Outlook on the web (OWA) via https://mail.duke.edu and confirm you are in the Mail view.
2. Select the Settings (gear) icon in the upper-right corner.
3. Select Account, then Automatic replies.
4. Turn Automatic replies on.
5. (Optional) Check Send replies only during a time period and specify a start and end date/time.
6. To send replies to external senders, check Send replies outside your organization and choose whether to limit replies to contacts only.
7. Enter the text of your automatic reply.
8. Click Save.

If no time period is selected, automatic replies will begin immediately and remain active until turned off manually.

Turning Off an Out of Office Message

1. Log in to Outlook on the web via https://mail.duke.edu and confirm you are in the Mail view.
2. Select the Settings (gear) icon.
3. Select Account, then Automatic replies.
4. Turn Automatic replies off.
5. Click Save.

Important Notes

• Microsoft frequently updates the Outlook on the web interface. Menu names, layouts, and screenshots may change over time.
• If these steps no longer match what you see, please notify the Service Desk so the KB can be updated.
• Outlook automatic replies support text only. Hyperlinks are not clickable.
• If a link is needed, users may shorten it using duke.is.

Need Help?

If you need further assistance, contact your local IT support or the appropriate Service Desk:

• University Users: OIT Service Desk – 919-684-2200
• Duke Health Users: DHTS Service Desk – 919-684-2243