Setting up an out-of-office reply in Outlook can be time-consuming when you need to write a professional message that covers your absence details, return date, and alternative contacts. Copilot in Outlook can draft this message for you in seconds based on a short prompt. This article explains how to enable Copilot in Outlook, write an effective prompt for an out-of-office reply, and insert the generated text into your automatic reply settings. You will also learn how to refine the tone and length of the draft to match your workplace culture.
Key Takeaways: Copilot Drafts Out-of-Office Replies in Outlook
- Copilot pane in Outlook for Windows or web: Opens the AI assistant that can generate full email drafts from a short prompt.
- Prompt structure for out-of-office replies: Include your absence dates, return date, and any emergency contact to get a usable first draft.
- Copy and paste into Automatic Replies settings: After Copilot generates the text, paste it into File > Info > Automatic Replies to activate the message.
What Copilot in Outlook Can Do for Out-of-Office Replies
Copilot in Outlook is an AI assistant integrated into the new Outlook for Windows, Outlook on the web, and the classic Outlook desktop app with a Microsoft 365 Copilot license. When you open a new email or reply, the Copilot button appears in the ribbon or toolbar. Clicking it opens a side pane where you can type a natural language request.
For out-of-office replies, Copilot can generate a complete message that includes your absence period, return date, and a point of contact for urgent matters. The tool uses your existing email context and your Microsoft 365 profile to produce a draft that matches your writing style. You can then adjust the tone to be formal, casual, or friendly before copying the text into the Automatic Replies settings.
Before you begin, you need a Microsoft 365 Copilot subscription. This add-on license is available for business plans such as Microsoft 365 Business Basic, Business Standard, Business Premium, and Enterprise plans E3 and E5. You also need to be using the new Outlook experience or Outlook on the web. The classic Outlook desktop app does not have the Copilot button in the compose window.
Steps to Generate an Out-of-Office Reply with Copilot in Outlook
- Open Outlook and start a new email
In the new Outlook for Windows or Outlook on the web, click the New Mail button in the top-left corner of the window. A blank compose window opens. You do not need to enter a recipient or subject line. - Click the Copilot icon in the ribbon
In the compose window toolbar, locate the Copilot icon that looks like a small purple diamond. Click it to open the Copilot pane on the right side of the screen. The pane contains a text box labeled Draft with Copilot. - Write a clear prompt for your out-of-office reply
In the text box, type a prompt that describes the message you want. For example: “Write an out-of-office reply. I will be away from May 10 to May 17. I return on May 18. For urgent issues, contact Sarah at sarah@company.com. Use a professional tone.” Be specific about dates, contacts, and tone. The more details you include, the better the first draft will be. - Click the Generate button
After typing your prompt, click the Generate button at the bottom of the Copilot pane. Copilot processes your request and displays a draft email in the compose window. The draft typically includes a subject line and body text with placeholders for dates and names. - Review and refine the draft
Read the generated message. If you need to change the tone, click the Adjust button in the Copilot pane and select a tone option such as Formal, Casual, or Friendly. You can also ask Copilot to make it shorter or longer by typing a follow-up prompt like “Make this more concise.” - Copy the final text
Once you are satisfied with the draft, select all the text in the compose window by pressing Ctrl+A. Copy it to your clipboard using Ctrl+C or right-click and select Copy. - Open the Automatic Replies settings
Close the compose window without saving. In the main Outlook window, click File in the top-left corner, then click Info. On the Info page, click the Automatic Replies button. A dialog box opens. - Paste the Copilot draft into the reply box
In the Automatic Replies dialog, select the Send automatic replies option. In the Inside my organization tab or Outside my organization tab, paste the copied text into the large text box. Adjust the formatting as needed. Click OK to save your out-of-office reply.
Common Mistakes When Using Copilot for Out-of-Office Replies
Copilot generates a reply that does not include my dates
If your prompt lacks specific dates, Copilot may create a generic message. Always include the exact start and end dates of your absence. If the draft still omits them, type a follow-up prompt such as “Add the dates May 10 to May 17 to the first paragraph.”
The generated message sounds too formal or too casual
Use the Adjust button in the Copilot pane to switch between tone presets. If the available presets do not match your needs, type a specific instruction like “Rewrite this in a friendly but professional tone.” You can repeat this step until the tone fits.
Copilot does not appear in the compose window
This usually means you are using the classic Outlook desktop app or your Microsoft 365 Copilot license is not assigned. Switch to the new Outlook for Windows by toggling the Try the new Outlook button in the top-right corner of the classic app. If you still do not see the Copilot icon, ask your IT administrator to verify your license assignment.
The pasted text loses formatting in Automatic Replies
The Automatic Replies text box supports basic formatting but may strip advanced styles like bullet lists or colored text. After pasting, use the formatting toolbar in the dialog to reapply bold, italics, or bullet points. Keep the message simple to avoid formatting loss.
Copilot Draft vs Manual Out-of-Office Reply: Key Differences
| Item | Copilot Draft | Manual Reply |
|---|---|---|
| Time to create | 30 to 60 seconds | 5 to 10 minutes |
| Customization | Requires prompt editing or follow-up instructions | Full control over every word and format |
| Tone options | Presets and natural language adjustments | Any tone you can write |
| License needed | Microsoft 365 Copilot add-on | None |
| Best for | Quick setup and consistent style | Complex messages with multiple sections |
Copilot works best for standard out-of-office replies that need a professional tone and clear dates. For messages that include detailed instructions, multiple languages, or legal disclaimers, manual writing gives you more control. You can also use Copilot to generate a first draft and then edit it manually before pasting it into Automatic Replies.
After you activate your out-of-office reply, test it by sending an email from a personal account or asking a colleague to send one. Verify that the message appears correctly on both the inside and outside tabs. If you need to update the reply while you are away, use Outlook on the web or the Outlook mobile app to access the Automatic Replies settings remotely.
For future trips, save your best Copilot prompt in a text file. You can reuse it by changing only the dates and contact details. This approach reduces the time needed to set up each out-of-office reply to under one minute.