Setting an out of office message in the Outlook app is a great way to let people know that you are away and unavailable to respond to emails. It helps manage expectations and ensures that important messages are not left unanswered. In this article, I will guide you through the steps of setting out of office in the Outlook app, while adding my personal touches and commentary along the way.
Step 1: Launching the Outlook App
To begin, open the Outlook app on your device. If you don’t have the app installed, you can download it from the App Store or Google Play Store. Once the app is installed, launch it and sign in to your Outlook account.
Step 2: Accessing the Settings
Once you are signed in, tap on the menu icon, usually represented by three horizontal lines, located at the top-left corner of the app’s interface. This will open the navigation menu. From the menu, scroll down and tap on “Settings”.
Step 3: Finding the Out of Office Feature
Within the Settings menu, there may be a “Mail” or “Mail & Calendar” section. Tap on it to expand the options. Look for the “Automatic Replies” or “Out of Office” feature. The exact wording may vary depending on the version of the app you are using.
Step 4: Enabling Out of Office
Once you have located the “Automatic Replies” or “Out of Office” feature, tap on it to access the settings. Toggle the switch to enable the out of office feature. You will now be presented with options to customize your out of office message.
Step 5: Creating Your Out of Office Message
Now it’s time to personalize your out of office message. Outlook allows you to set both an internal message for your colleagues within your organization and an external message for people outside your organization.
For the internal message, you can let your colleagues know about your absence and provide alternative contacts if necessary. Keep it friendly and informative, adding a touch of your own personality to make it more engaging.
For the external message, you may want to inform clients or external contacts about your absence and provide alternative points of contact. Be professional and concise, while still injecting a bit of your personal touch to make it more welcoming.
Step 6: Additional Settings
Outlook provides some additional settings to customize your out of office experience. You can choose to set the date range during which the out of office message will be active. You can also select whether to send automatic replies to people in your contacts only or to everyone who emails you.
Step 7: Saving and Activating Your Out of Office Message
Once you are satisfied with your out of office message and have customized all the necessary settings, tap on the save or activate button, depending on the app’s interface. Your out of office message is now active and will be sent automatically to incoming emails.
Conclusion
Setting out of office in the Outlook app is a simple yet essential feature to manage your email communication while you are away. By taking a few minutes to enable this feature and personalize your message, you can ensure that your contacts receive a timely response and have alternative points of contact if needed.
Remember, setting out of office is not just about informing others; it’s also an opportunity to add your own personal touch to the message, making it more relatable and human. So, the next time you are planning to be away, don’t forget to set your out of office message in the Outlook app!