MS Outlook Out of Office Options and Customization

You can set up an automatic response in MS Outlook to let people know you're away from the office. The Out of Office Assistant is a built-in feature that allows you to send a customized response to incoming emails.

To access the Out of Office Assistant, go to File > Automatic Replies. From there, you can set the start and end dates for your out-of-office period, as well as choose to send automatic replies to all emails or only to emails from people outside your organization.

You can also customize the automatic reply message to include a brief message, such as a statement about your absence or a note about who to contact in your absence.

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Setting up an out-of-office reply in Outlook is a straightforward process that can be completed in a few minutes. You can access the settings by clicking the cog icon at the top right of your Outlook window.

To determine which version of the desktop app you're using, look for the cog icon. If you see it, you're using the New Outlook. If not, you're using the old version, also known as Classic Outlook desktop app.

In the New Outlook Desktop App, click the settings icon, select "Automatic Replies", and switch the toggle to "Turn on automatic replies". You can also tick the box to "Send replies only during a time period" and set the start and finished date and time.

In Classic Outlook desktop App, click File, select "Automatic Replies", and select the "Send automatic replies" toggle. You can also tick the "Only send during this time range" box and complete the dates and times you're away.

If you're using Outlook for the Web, click the settings icon, select "Automatic Replies", and toggle the switch to "Turn on Automatic replies". You can also tick the box to "Only send during this time range" and complete the dates and times you're away.

For mobile users, the process is slightly different. In Outlook for iOS, swipe from the left-hand side of the screen to the right, click the cog icon, and toggle the switch to turn on Automatic Reply. You can also select your dates and whether you want to block out your calendar or not.

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Similarly, in Outlook for Android, click your initials or picture at the top left, click the "Settings" (gear) icon, and select "Automatic replies". You can also toggle the switch to enable "Automatic replies" and select your dates and whether you want to block out your calendar or not.

To customize your out-of-office reply message, you can type the message itself. The message can be simple or detailed, depending on your situation. Once you've completed the message, you'll be ready to save it and stay worry-free about your inbox while you're out.

Here's a quick summary of the steps to set up an out-of-office reply in different versions of Outlook:

Remember to save your out-of-office reply after you've completed it, regardless of which version of Outlook you're using.

To turn on your out of office message, you can use the New Outlook Desktop App, Outlook for the Web, or your mobile device. The process is similar across all platforms, but the steps may vary slightly.

Click the settings icon at the top right of Outlook, and select "Automatic Replies". This will open the settings menu where you can customize your out of office message.

To send automatic replies to people outside your organisation, be sure to tick the appropriate box below your first message and complete that box too. This ensures that your out of office message is sent to everyone, not just those within your organisation.

Here are the steps to turn on your out of office message in different platforms:

Once you've turned on your out of office message, you can customize the message itself. This is where you can add details such as your return date, contact information, and any other relevant information.

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You can customize your out-of-office message to send automatically while you're away.

To customize the date range, select the dates and times you're away, so your reply message sends automatically during that time. This way, it won't matter if you forget to turn them off when you get back to work, since they are automatically turned off on the date you've chosen.

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You can choose to only send replies to people within your organisation or to everyone. If you want to send a message to external recipients too, select the tab for "Outside My Organisation" and write your message.

The message itself can be simple or detailed, depending on your particular situation. Type the message in the space provided, and you'll be ready to save the message and stay worry-free about your inbox while you're out!

Here's a summary of the customization options:

By customizing these options, you can create a clear, concise, and professional out-of-office message that keeps your inbox organized while you're away.

To set up an out-of-office message in Outlook, you'll want to consider a few key options. You can choose to send automatic replies only during a specific time period, and you can also decide whether to send replies to people inside or outside your organization.

The process for setting up an out-of-office message varies slightly depending on the version of Outlook you're using. In the New Outlook Desktop App, you'll need to click the settings icon and select "Automatic Replies" to get started. In Classic Outlook, you'll find the option under "File" > "Automatic Replies".

Whether you're using the web, iOS, or Android version of Outlook, you'll need to toggle the switch to turn on automatic replies. This is usually found under the "Automatic Replies" or "Settings" menu.

If you want to send replies to people outside your organization, be sure to tick the appropriate box below your first message. You'll also need to complete the box with the message you want to send to external recipients.

Here are the steps to follow for each version of Outlook:

Once you've completed these steps, be sure to press Save to activate your out-of-office message.

You can customize your Automatic Reply message to fit your needs. The message can be simple or detailed, depending on your situation.

For example, a simple reply can be as short as the one shown in the screenshot. This type of message is perfect for a quick getaway or a routine check-out.

An example of a more informative OOO auto-reply is provided below:

To set up your Automatic Replies using the web version, start by logging into your Microsoft 365 account. You'll find the Settings button, which looks like a small gear wheel.

Once you click on the Settings button, you'll see a settings search bar where you can input "automatic replies" to find the setting.

You'll need to click on the toggle to "Turn on Automatic replies" from the Automatic replies menu. This will enable the feature.

If you only want to send replies for a fixed period of time, you'll need to tick the "Only send during this time range" box and complete the dates and times you're away.

You can write your internal messages and, if you want to send automatic replies to people outside your organisation too, be sure to tick the "Send replies outside your organisation" box below your first message and complete that box too.

Finally, press Save to save your changes.

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