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Overview
This article explains how to use Copilot to set automatic replies and create a matching Out of Office calendar block in Outlook.
Why Use This Method
Using Copilot for this task gives employees a faster and more consistent way to communicate time away, keep calendar availability up to date, and reduce the need to manage multiple Outlook settings separately. With one prompt, employees can prepare an away message, set expectations for coworkers and outside senders, and create a matching Out of Office calendar block for the same timeframe.
Choose Where to Perform This Task
You can complete this task in more than one place. Choose the option that is most convenient and available to your account.
Important: Not every Copilot experience is available to every employee at the same time. Availability can vary based on subscription, license, account type, organization settings, and rollout timing.
If Copilot is not available or does not work as expected in one application, try the web experience instead.
Option 1: Outlook on the web
- Open Outlook on the web.
- Sign in with your work or school account.
- Select the Copilot button in Outlook.
- Enter the prompt template below.
Option 2: Outlook desktop client
- Open the Outlook desktop app.
- Sign in with your work or school account if needed.
- Select the Copilot button in Outlook.
- Enter the prompt template below.
Option 3: Microsoft 365 Copilot website
- Open the Microsoft 365 Copilot website.
- Sign in with your work or school account.
- Enter the prompt template below.
Which option should I use?
- Use Outlook on the web if you want to work in a browser.
- Use the Outlook desktop client if you already work in Outlook on your computer.
- Use the Microsoft 365 Copilot website if you prefer to start in Copilot directly.
Recommended fallback: If one option does not work for your account, try Outlook on the web or the Microsoft 365 Copilot website.
Prompt Template
Copy and paste the template below into Copilot, then replace the placeholders with your own information before sending it.
Set automatic replies for [start-date] and [end-date], include external replies, and create an all-day Out of Office calendar block for those same dates so the calendar shows unavailable time. Return date: [return-date]. Internal message: Out of office for [reason-for-absence] and will respond after returning. For urgent issues, contact [backup-person].
Placeholder Guide
- [start-date] = first day away
- [end-date] = last day away
- [return-date] = date returning to work
- [reason-for-absence] = vacation, leave, travel, or another short description
- [backup-person] = person to contact for urgent issues
Best Practices
- Use exact dates in the prompt.
- Ask for both the automatic replies and the Out of Office calendar block in the same request.
- Include the return date.
- Include external replies if outside senders should receive the message.
- Add a backup contact if urgent issues should be redirected while the employee is away.
Optional Two-Step Method
If you prefer to review the away message first, you can use two prompts.
Step 1: Set the automatic replies
Set automatic replies for [start-date] and [end-date]. Include external replies. Return date: [return-date].
Step 2: Create the calendar block
Create an all-day Out of Office calendar block for [start-date] and [end-date] so the calendar shows unavailable time.
Example Internal Message
Out of office from [start-date] through [end-date] and returning on [return-date].
Responses will be sent after returning.
For urgent issues, contact [backup-person].
Example External Message
Currently out of the office from [start-date] through [end-date] and returning on [return-date].
A response will be sent as soon as possible after returning.
What to Verify in Outlook
- Verify the automatic replies are scheduled for the correct dates.
- Verify the return date is correct in the message.
- Open Outlook Calendar and verify there is an all-day Out of Office block for the dates away.
- Confirm the calendar shows unavailable time for that period.
Visual Walkthrough
The examples below show how to open Copilot in New Outlook, enter the prompt, and verify that the Out of Office calendar block was created.
Step 1: Open Copilot in New Outlook
Select the Copilot button in the Outlook toolbar.
Select the image to open a larger view.
Step 2: Copilot opens in the right pane
After selecting the Copilot button, the Copilot pane opens on the right side of Outlook.
Select the image to open a larger view.
Step 3: Enter the prompt
Paste the template into the Copilot message box and replace the placeholders with the appropriate information before sending it.
Select the image to open a larger view.
Step 4: Verify the calendar result
After Copilot completes the request, open Outlook Calendar and confirm there is an all-day Out of Office block for the dates away.
Select the image to open a larger view.
Notes
- Availability varies by account and feature rollout.
- If Copilot is not available in one application, try Outlook on the web or the Microsoft 365 Copilot website.
- Replace all placeholders before sending the prompt.
- If images are used in the article, include meaningful alt text for accessibility.