Hey there! So, I recently learned how to set up the out of office feature in Outlook, and let me tell you, it’s been a game-changer for me. Being able to automatically send a response to my emails when I’m away from the office has saved me so much time and hassle. In this article, I’m going to walk you through the steps to set up your out of office message in Outlook, and also share some personal tips and tricks that I’ve discovered along the way.
Setting Up Out of Office
To begin, open up Outlook and navigate to the “File” tab at the top left corner of the screen. From there, click on the “Automatic Replies” button. This will open up a new window where you can customize your out of office settings.
Once you’re in the Automatic Replies window, you’ll see two options: “Send automatic replies” and “Only send during this time range”. Let’s start with the first option. Click on the checkbox next to “Send automatic replies” to enable the out of office feature.
Now, it’s time to craft your out of office message. You can create separate messages for internal and external senders by selecting the respective checkboxes. This is particularly useful if you want to provide different information or instructions to your colleagues versus external contacts.
Next, you’ll want to customize the message itself. This is where you can add a personal touch and let people know when you’ll be back in the office. I find it helpful to include the date of my return, as well as an alternative contact person if necessary.
Remember, you want your out of office message to be professional, but also friendly and informative. This is your chance to show that you’re still engaged even though you’re away.
Tips and Tricks
Now that you know how to set up your out of office message in Outlook, let me share a few personal tips and tricks that I’ve discovered along the way.
- Keep it concise: In today’s fast-paced world, people appreciate brevity. Try to keep your out of office message short and to the point.
- Include alternative contact information: If there’s someone else who can handle urgent matters in your absence, be sure to include their contact information in your message.
- Set expectations: Let people know when they can expect to hear back from you. This helps manage their expectations and reduces the chances of them following up unnecessarily.
- Update your calendar: Don’t forget to update your calendar to reflect your time out of the office. This way, colleagues can easily see when you’ll be back and plan accordingly.
Conclusion
Setting up the out of office feature in Outlook is a simple yet powerful way to manage your email communications when you’re away. By taking just a few minutes to set it up, you can save yourself and others a lot of time and frustration. Remember to customize your message, set expectations, and include alternative contact information. With these tips and tricks, you’ll be able to make the most out of your out of office experience in Outlook!