How do I set an out of office message in Outlook for someone I am a delegate for?


This article will guide through the process of setting an auto reply message for someone that you are a delegate for and they are out of the office.

Before you begin...

  • You must be listed as a delegate to the person whose auto reply you are trying to set. This is typically set up for managers, vice presidents, deans and their executive assistants, secretaries or office managers.
  • If you are not sure if you have delegate access or know you need it, talk with the person and they can grant it. If they are having trouble or they are unsure how, fill out a Shared Mailbox Creation and Delegate Access Form.


  1. Open Outlook Webmail by going to in a web browser
  2. Login with your account if not already logged in.
  3. Click your account icon in the top right-hand corner. It should have your initials in a circle or a profile picture if you've chosen one
  4. Click Open another mailbox
  5. Type in the email address of the user whose mailbox you are trying to set an out of office message
  6. Select the email address from the drop-down menu and click Open
  7. Click the gear icon in the top right-hand corner
  8. Click View all Outlook settings at the bottom of the pop-out menu
  9. Go to Mail then Automatic replies
  10. Turn on automatic replies and select the dates your superior will be gone for
  11. It's wise to select the three options that appear below to block the calendar and automatically decline future and current events.
  12. Type your out of office message in the box below
  13. Click Save


An out of office message with automatically be sent to anyone who sends your superior a message.


Article ID: 133279
Mon 6/14/21 1:48 PM
Thu 9/15/22 3:17 PM