Setting up an away message on Outlook can be a lifesaver when you’re away from your desk or on vacation. It ensures that your colleagues and clients are aware of your absence and know when they can expect a response. In this article, I’ll guide you through the process of setting up an away message on Outlook step-by-step, and share some personal tips and tricks along the way.
Step 1: Open Outlook and Navigate to the File Menu
To begin setting up your away message, open Microsoft Outlook on your computer. Once it’s opened, navigate to the top left corner of the screen and click on the “File” menu.
Step 2: Access the Automatic Replies (Out of Office) Option
In the “File” menu, you’ll find a list of options on the left-hand side. Look for and click on the “Automatic Replies (Out of Office)” option. This will open a new window where you can configure your away message.
Step 3: Enable Automatic Replies
In the Automatic Replies window, you’ll see two options: “Send automatic replies” and “Only send during this time range.” Check the box next to “Send automatic replies” to enable the away message feature.
Step 4: Set the Time Range
If you want your away message to be sent only during a specific time range, check the box next to “Only send during this time range” and set the Start time and End time accordingly. This is useful if you only want your away message to be active during your regular working hours.
Step 5: Compose your Away Message
Now it’s time to compose your away message. In the text box provided, you can type your personalized message. Make sure to include relevant information such as the dates you’ll be away, any alternative contacts, and when the recipient can expect a response. You can also add a touch of personality to your message to make it more engaging.
Step 6: Set Inside and Outside of Your Organization
In the Automatic Replies window, you’ll see two tabs: “Inside My Organization” and “Outside My Organization.” The messages you set in the “Inside My Organization” tab will be sent to your colleagues and coworkers within your organization, while the messages in the “Outside My Organization” tab will be sent to external contacts. Make sure to customize the messages for each group accordingly.
Step 7: Additional Settings
In the Automatic Replies window, you’ll find additional settings that you can customize. For example, you can choose to forward incoming messages to another email address while you’re away or set different away messages for different groups of contacts.
Step 8: Save and Apply your Away Message
Once you’re satisfied with your away message and have set all the desired options, click on the “OK” button to save and apply your settings. Outlook will now automatically send your away message to anyone who sends you an email during the specified time range.
Setting up an away message on Outlook is a simple yet essential task for anyone who wants to maintain open communication with their contacts while they’re away. By following these steps and personalizing your away message with a touch of your own personality, you can ensure that your contacts are well-informed and have realistic expectations about when they can expect a response.
So next time you plan on being away from the office, don’t forget to set up your away message on Outlook. Happy travels!