Setting up an Out of Office Reply in Outlook

The Out of Office (OOF) reply feature in Microsoft Outlook allows users to automatically send a response to incoming emails when they are away from the office or unavailable. This knowledge base article provides a detailed step-by-step guide on how to set up an Out of Office reply in Outlook, ensuring that senders are informed of your absence and provided with relevant information.

1. Open Microsoft Outlook:

• Launch the Microsoft Outlook application on your computer or access the Outlook web version.

2. Access "File" Menu:

• Click on the "File" tab located in the top-left corner of the Outlook window.

3. Go to "Automatic Replies (Out of Office)":

• In the File menu, select "Automatic Replies (Out of Office)" located at the top of the navigation pane on the left.

4. Enable Automatic Replies:

• In the Automatic Replies window, check the box next to "Send automatic replies."

5. Set the Duration of the AutoReply:

• Choose whether to set the automatic replies for a specific time period or keep them active indefinitely.
• If setting a specific time period, select "Only send during this time range" and enter the start and end dates and times.

6. Compose the AutoReply Message:

• In the "Inside My Organization" tab, enter the message that you want to send to colleagues within your organization during your absence.
• In the "Outside My Organization" tab, enter the message for external contacts or senders from other domains.

7. Customize Out of Office Replies (Optional):

• If desired, you can check the box to send automatic replies to contacts in your "Saved Contacts" list to customize replies for specific contacts.
• In the "Outside My Organization" tab, choose whether to send replies to senders from known contacts only.

8. Set Additional Options (Optional):

• If you want to include the sender's email address in the auto-reply or limit the auto-replies to your "My Contacts only," adjust the settings accordingly.

9. Preview and Save:

• Review the auto-reply messages in the "Preview" area to ensure accuracy and professionalism.
• Click "OK" to save and activate the Out of Office auto-replies.

10. Deactivate Out of Office Replies: - To deactivate the Out of Office replies when you return, follow the same steps and uncheck the "Send automatic replies" box.

 

 

 

If further assistance is required, please submit a ticket or call the Service Desk

Outlook (teamdynamix.com)

Service Desk: 267-272-0102