Out of Office in Outlook: Auto Replies + Calendar Blocking (Set It Once)

About this video

Kevin Stratvert shows how to set up an out of office automatic reply in Microsoft Outlook on desktop and then on mobile, noting the desktop app steps are identical to Outlook on the web. On desktop he opens Settings via the gear in the top right, stays in the Accounts tab, selects Automatic replies, picks the correct email address if there are multiple, and toggles on automatic replies. He sets a start time and end time, and reviews options to block the calendar during the period, automatically decline new invitations for events in that period, and decline and cancel existing meetings. He types a reply for people inside the organization using the formatting tools, and optionally enables a different reply for people outside the organization, with a choice to send only to existing contacts. After saving, he repeats the flow on mobile via the profile picture, the settings gear, and Automatic replies under quick settings. He closes with tips to keep the message short and professional, include a return date and an alternate contact, and set a separate reply for each Outlook account.

Key takeaways

• In Outlook desktop/web, go to Settings gear > Accounts > Automatic replies and toggle it on for the selected address
• Set a start and end time so replies only send during your absence
• Optional calendar protections include blocking your calendar, auto-declining new invitations, and declining/cancelling existing meetings
• You can send a different message outside your organization and limit external replies to your contacts only
• On mobile use profile picture > settings gear > Automatic replies, and repeat setup separately for each account

Episode details: published November 7, 2025 · 3:04 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Kevin Stratvert’s own claims, shared for education — they are not typical or guaranteed.

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