Set Out of Office on Microsoft Teams & Outlook via Microsoft Graph API

[rathan_now]

Objective

Automate the process of setting Out of Office (automatic replies) for a user using Microsoft Graph API from ServiceNow. This covers the API setup, payload structure, and response handling.

Prerequisites

• ENTRA ID Application Registration with the following API permissions:
• Mail.ReadWrite
• MailboxSettings.ReadWrite
• Microsoft Graph OAuth Credentials configured in ServiceNow.
• REST Message configured in ServiceNow with OAuth 2.0 profile.

Step 1: Create REST Message in ServiceNow

Field	Value
Method	PATCH
Endpoint	https://graph.microsoft.com/v1.0/users/${user_id}/mailboxSettings/automaticRepliesSetting
Headers	Content-Type: application/json

Request Body

{
  "status": "scheduled",
  "scheduledStartDateTime": {
    "dateTime": "${start_date_time}",
    "timeZone": "India Standard Time"
  },
  "scheduledEndDateTime": {
    "dateTime": "${end_date_time}",
    "timeZone": "India Standard Time"
  },
  "internalReplyMessage": "${internal_reply}",
  "externalReplyMessage": "${external_reply}",
  "externalAudience": "all"
}

Parameter	Purpose
${user_id}	UPN (email) of the user
${start_date_time}	Start time in ISO 8601 format (e.g., 2025-07-17T09:00:00)
${end_date_time}	End time in ISO 8601 format
${internal_reply}	Message shown to internal contacts
${external_reply}	Message shown to external contacts

Step 2: Expected API Response

Aspect	Details
Status Code	200 OK (Success)
Body	Empty (success confirmation)
Errors	400/403 → Permission issue, invalid payload, or user not found

Step 3: Handling Response in ServiceNow

• No post-processing script is typically required since successful response is 200 OK.
• Optional: You can log success/failure using gs.log(), or create a Flow Outcome for success/error tracking.

Extra Case: Out of Office Without Schedule (Always Enabled)

If you want to set Out of Office (automatic replies) without any schedule (enabled immediately and continuously), you can modify your request body as shown below.

Request Body Example (Always Enabled)

{
  "automaticRepliesSetting": {
    "status": "alwaysEnabled",
    "internalReplyMessage": "${internal_reply}",
    "externalReplyMessage": "${external_reply}"
  }
}

Parameter	Purpose
status	Set to alwaysEnabled to enable Out of Office without a time window
internalReplyMessage	Message shown to internal contacts
externalReplyMessage	Message shown to external contacts

Notes:

• No need to provide scheduledStartDateTime and scheduledEndDateTime.
• The Out of Office remains active until manually disabled.
• API Response remains the same (200 OK) upon success.

Outcome

• User’s Out of Office settings are successfully updated via ServiceNow.
• Automatic Replies start and end based on the provided schedule.
• Internal/External messages are dynamically configured.

Official Document from MS Graph : Set Out of Office

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