Are you planning a vacation and need to set up an Out of Office email in outlook to let people know who to contact in your absence?
In this article, we show you the 5 simple steps to take to set up an email that is automatically generated when you are not available.
When You Would Set Up An ‘Out Of Office’ Email
There are many occasions when you can make use of the ‘Out of Office’ feature within Outlook. My recommendation would be that if you are planning on being ‘unavailable’ for a period of 4 hours or more, it is worth setting up. So whether you are on a client visit, taking a half day leave or going to be absent for some time, this feature enables your contacts to understand why you are not responding and giving them vital contact information for an alternative member of the team to help them if their enquiry is urgent.
How Do I Set Up And ‘Out Of Office’ Email With Outlook Exchange?
Setting up an automated reply is very simple.
PLEASE NOTE: These instructions are provided your Outlook is set up using an Exchange account.
- Click on File, then select the Automatic Replies (Our Of Office) button on the options provided.
The Automatic Replies dialog box will appear.
- Select the Send Automatic Repliesradio button and if you know the date you wish to stop sending the messages, ensure the Only send during this time range box is ticked.
- Select the date range you wish the emails to be sent between.
You will see two tabs for your message. One for Inside my organization and one for Outside My Organization. This enables you to create different messages for work colleagues and external contacts. This will default to the Inside my organisation tab.
- Type the message you wish to send to work colleagues, then select the Outside my organizationtab and type the message that you want to send to external contacts.
- Click OK.
Your ‘Out Of Office’ email has now been set up and will automatically send the transcribed emails to the relevant contacts.
If you have set an end date, there is no need for any further action to remove this as they will automatically cease on the date and time you stipulated.
What If I Haven’t Stipulated An End Date For My Out Of Office Emails?
If, however, you do not know how long you will be unavailable for, you can leave the ‘Only send during this time range’ check box blank and the emails will start immediately and continue until further notice.
If this is the option you have selected, to remove the automatic replies, simply repeat step 1 and click on Do not send automatic replies to stop all automated emails.
So there you have it, 5 simple steps to set up your Out Of Office emails for when you are unavailable.
Have you used this feature? We would love to know how you got on in the comments below.
If you would like Admin support to manage your emails while you are absent, we are here to help. For more information about how Datawizardadmin can support your business during a busy time, please contact Lyn on 01329 481202 for a free quotation, or click on the ‘Request Call Back’ button below.
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