So, what’s Outlook out of office calendar? Outlook Out of Office calendar is a specialized feature within Microsoft Outlook that allows users to mark and communicate their unavailability for specific time periods. It combines calendar blocking, which shows your unavailability to colleagues trying to schedule meetings, with automatic email responses that notify anyone attempting to contact you during your absence. This dual functionality ensures clear communication about your availability while maintaining workflow efficiency, as it helps prevent scheduling conflicts and manages expectations for email responses. 


Setting up your out-of-office status in Outlook ensures seamless communication about your availability. Here’s how to do it.


Desktop Windows Outlook calendar Out of Office 


1. Open Outlook calendar

  • Launch Microsoft Outlook

  • Click the Calendar icon in the upper left navigation pane
  • Alternatively, press Ctrl + 2 to switch directly to Calendar view

2. Create new appointment


  • Click “New Appointment” on the Home ribbon
  • Or use the keyboard shortcut Ctrl + N
  • Pro tip: You can also double-click directly on your desired date/time slot

3. Set status to “Out of Office” or "Working Elsewhere"


  • In the appointment window, locate the “Show As” dropdown in the Options section of the ribbon

  • Click to expand and select “Out of Office” (appears in purple by default)
  • Note: If you will be working remotely please make sure to select the option "Working Elsewhere"
  • This makes your unavailability clearly visible to colleagues

4. Configure date and Time


  • Set the start date and time using the date picker
  • Set the end date and time
  • For all-day events, check the “All day event” box at the top
  • Pro tip: Use the “Time Zones” button if you’re traveling across different time zones

5. Add Event Details

  • Enter a clear, descriptive title (e.g., “Annual Leave", "Working Remotely", “Business Trip—London”)
  • In the notes section, add relevant details such as:
    • Emergency contact information
    • Delegate’s name and contact details
    • Any specific instructions for urgent matters
  • Consider adding location information if relevant

6. Save Your Settings

  • Click “Save & Close” in the top left corner
  • Or use the keyboard shortcut Ctrl + S to save

  • Your calendar will now display the Out of Office time block