How to create an Outlook 'Out of Office' calendar entry

If you plan to take days off from work (or school), in addition to configuring automatic email replies, it's a good idea to update your Outlook calendar to ensure no one tries to drag you into meetings or projects during your time away.

This guide will walk you through creating an out-of-office calendar event to remind people you'll be taking a few days of vacation using the Outlook desktop app, Outlook.com, the classic Mail app, and even the new Outlook client on Windows 11.

How to create an 'Out of Office' calendar event from Outlook app

If you use Outlook 2021, 2019, or 2016 on Windows 11 (or 10), you can quickly create an event to let people in your circle know you won't be around for several days by creating an out-of-office calendar event.

To create an out-of-office calendar event on the desktop version of Outlook, use these steps:

1. Open the Outlook app.
2. Click the Calendar button in the bottom-left corner.
3. Select the calendar to add the new event from the left pane. For instance, your shared work calendar.
4. Select a day in the calendar.
5. In the "Home" tab, click the New Appointment button.

6. In the "Subject" field, add a descriptive title for the event.
7. Use the "Start time" picker to select the day you're planning to leave work.
8. Use the "End time" picker to select the day you will return to work.
9. Check the "All day event" option.
10. In the "Event" tab,  select the "Out of Office" option from the "Show As" setting.

11. Create a custom message for anyone who will see your event (optional).
12. Click the "Save & Close" button in the top-left corner.

Once you complete the steps, people who have access to the calendar will see you won't be available for several days.

How to create an 'Out of Office' calendar event from Outlook web

It's also possible to create an out-of-office calendar event when you plan to vacation using Outlook on the web.

To create an out-of-office calendar event on the web, use these steps:

1. Open Outlook (web) on the browser.
2. Click the app launcher button in the top-left corner.
3. Click on Calendar.

4. Click the New event button from the toolbar.

5. (Optional) Click the expand button in the top-right corner of the event to access the full view.
6. Select the Away option (anyone using the app will see the "Out of Office" label from the "Show as" setting.
7. Select the calendar to add the event with the drop-down menu next to the "Save" button.
8. Confirm a descriptive title for the event.
9. Use the Start date picker to select the day you leave work.
10. Use the End date picker to select the day you will return to work.
11. Turn on the "All day" toggle switch.

11. Create a custom message for anyone who will see your event (optional).
12. Click the Save button in the top-left corner.

After completing the steps, those with access to the calendar, whether they use Outlook.com or a supported email client, will see you're in vacation.

How to create an 'Out of Office' calendar event from Mail app

If you use the default Mail & Calendar app on Windows 11 (or 10), you can also create an out-of-office event to let family, friends, or colleagues know you'll take some days off during the holidays.

1. Open the Mail app.
2. Click the Calendar button in the bottom-left corner.
3. Click the New event button in the top-left corner.

4. Click the "Calendar" drop-down menu and select the calendar to add the new event. For instance, your shared Work calendar.
5. Enter a descriptive name for the event.
6. Use the "Start time" picker to select the day you plan to leave work.
7. Use the "End time" picker to select the day you will return to work.
8. Check the All day option.
9. Create a custom message for anyone who will see your event (optional).
10. Select the "Out of Office" option from the "Show as" setting.
11. Click the Save button in the top-left corner of the toolbar.

Once you complete the steps, your time away schedule will appear to everyone with access to the shared calendar.

How to create an 'Out of Office' calendar event from new Outlook app

If you have switched to the new Outlook app for Windows 11, the new experience also includes the ability to create an out-of-office calendar event.

To create a calendar event on the new Outlook app, use these steps:

1. Open Outlook app.
2. Click on Calendar from the left navigation pane.
3. Click the New event button from the toolbar.

4. Select the Away option from the command bar.
5. Select the calendar to add the event with the drop-down menu next to the "Save" button.
6. Confirm a descriptive title for the event.
7. Use the Start date picker to select the day you leave work.
8. Use the End date picker to select the day you will return to work.
9. Turn on the "All day" toggle switch.
10. Create a custom message for anyone who will see your event (optional).

11. Click the Save button in the top-left corner.

After you complete the steps, people with access to the calendar will be able to notice you will be out of reach for some time.

More resources

For more helpful articles, coverage, and answers to common questions about Windows 10 and Windows 11, visit the following resources:

• Windows 11 on Windows Central — All you need to know
• Windows 10 on Windows Central — All you need to know