Setting up an out of office message on Outlook is a necessary and uncomplicated task that informs your colleagues and clients of your unavailability and provides an idea of when they can anticipate a reply. This article will walk you through the step-by-step procedure of creating an out of office message on Outlook and also offer some personal advice to customize your message.
Step 1: Open Outlook
The first step is to open Outlook on your computer. If you don’t have it installed, you can download it from the official Microsoft website. Once you have Outlook open, navigate to the “File” tab located at the top left corner of the window.
Step 2: Access Automatic Replies
After clicking on the “File” tab, a drop-down menu will appear. Select the “Automatic Replies” option from the menu. This will open a new window where you can manage your out of office message settings.
Step 3: Set the Out of Office Message
In the “Automatic Replies” window, you will find two options: “Send automatic replies” and “Inside my organization” or “Outside my organization.” The first option allows you to set an out of office reply for colleagues within your organization, while the second option enables you to set a separate message for external contacts.
Click on the box next to “Send automatic replies” to enable the out of office message feature. You can then proceed to customize the message by typing directly into the text box provided. This is where you can add a personal touch and include any relevant information about your absence.
For example, you could write something like:
Dear colleagues and clients,
I will be out of the office from [start date] to [end date]. During this time, I will have limited access to my email and may not be able to respond promptly.
If you need immediate assistance, please contact [alternate contact person] at [alternate contact email/phone number].
Thank you for your understanding.
Best regards,
[Your Name]
Step 4: Set Date and Time
After composing your out of office message, you can set the start and end dates and times for when you will be away. Use the calendar and time selectors provided to choose the relevant dates and times.
Step 5: Specify Recipients
In the “Automatic Replies” window, you can also choose who will receive your out of office message. By default, the message will be sent to anyone who sends you an email during your specified absence period.
However, you have the option to customize this further. For instance, you can select the option to send the out of office message only to contacts within your organization, or you can create additional rules to filter out specific senders.
Step 6: Save and Activate
Once you have configured your out of office message settings to your satisfaction, click on the “OK” button to save your changes and activate the message. Outlook will now automatically send your out of office reply to incoming emails during your specified absence period.
Remember to disable the out of office message when you return to the office. Simply follow the same steps outlined above and uncheck the box next to “Send automatic replies” to deactivate the message.
Conclusion
Setting up an out of office message on Outlook is a crucial task to ensure effective communication during your absence. By following the simple steps outlined above, you can create a personalized out of office message that provides all the necessary information and gives your contacts peace of mind. Remember to update and customize your message whenever needed, and always disable it when you return to the office. Happy travels and enjoy your time away!