Customizable calendar

How to create an ‘Out of Office’ Outlook calendar entry

If you plan to take a few days off, in addition to setting up automatic email replies, it’s a good idea to update your Outlook calendar to make sure no one is trying to drag you into meetings or projects while you are away.

This guide will walk you through the steps to create an out of office calendar event to remind people that you’ll be taking a few days off using the Outlook desktop app, Outlook.com, and even the default Mail app. on Windows. 11.

How to Create an “Out of Office” Calendar Event Using the Outlook Application

If you’re using Outlook 2021, 2019, or 2016 on Windows 11 (or 10), you can quickly create an event to let people around you know you won’t be there for several days by creating an out-of-date calendar event. from the office.

  1. Open the Outlook application.
  2. Click it Calendar button in the lower left corner.
  3. Select the calendar to add the new event in the left pane. For example, your shared work calendar.
  4. Select a day from the calendar.
  5. In the “Home” tab, click on the new appointment button.

(Image credit: future)
  1. In the “Subject” field, add a descriptive title for the event.
  2. Use the “Start time” picker to select the day you plan to leave work.
  3. Use the “End time” picker to select the day you plan to return to work.
  4. Check the One day event option.
  5. In the “Event” tab, use the “Show as” drop-down menu and select the Out of office option.

Outlook out of office event message

(Image credit: future)
  1. Create a personalized message for anyone who sees your event (optional).
  2. Click it Save and Close button.

After you complete the steps, people who also have access to the shared calendar will be able to see that you won’t be available for a certain number of days.

How to Create an “Out of Office” Calendar Event Using Outlook Web

You can also create an out-of-office calendar event when you plan to take a vacation using Outlook on the web.

  1. Open Outlook (Web) on the browser.
  2. Click it application launcher button in the upper left corner.
  3. Click on Calendar.

(Image credit: future)
  1. Click it New event toolbar button.

(Image credit: future)
  1. (Optional) Click the expand button in the upper right corner of the event to access the full view.
  2. Use the “Show as” drop-down menu at the top and select the A way option (anyone using the app will see the “Out of office” label).
  3. Select the calendar to add the event with the drop-down menu next to the “Save” button.
  4. Enter a descriptive title for the event.
  5. Use the Begin date picker to select the day you plan to leave work.
  6. Use the End date picker to select the day you plan to return to work.
  7. turn it on “All day” rocker switch.

(Image credit: future)
  1. Create a personalized message for anyone who sees your event (optional).
  2. Click it to safeguard button in the upper left corner.

After completing the steps, those who have access to the calendar, whether they’re using Outlook.com or a supported email client, will see that you’re taking a few days off.

How to Create an “Out of Office” Calendar Event Using the Windows 10 Mail App

If you’re using the default Mail and Calendar app on Windows 10, you can also create an out of office event to let your family, friends, or co-workers know you’ll be taking a few days off during vacation.

  1. Open the Mail application.
  2. Click it Calendar button in the lower left corner.
  3. Click it New event button in the upper left corner.

(Image credit: future)
  1. Click it “Calendar” drop-down menu and select the calendar to add the new event. For example, your share Work calendar.
  2. Enter a descriptive name for the event.
  3. Use the “Start time” picker to select the day you plan to leave work.
  4. Use the “End time” picker to select the day you plan to return to work.
  5. Check the All day option.
  6. Create a personalized message for anyone who sees your event (optional).
  7. Use the “Show as” drop-down menu and select the Out of office toolbar option.
  8. Click it to safeguard button in the upper left corner of the toolbar.

(Image credit: future)

Once you’ve completed the steps, your away calendar will appear to everyone with access to the shared calendar.

More resources

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