Going on vacation or stepping away from work for a bit? Letting people know you’re unavailable is important, and setting up an “Out of Office” reply in Outlook can make this easy. Don’t worry—I’ll guide you through it step by step using simple terms. Here’s how you can set it up in just a few minutes:
Step 1: Open Outlook
First, open your Outlook app or go to your email on a web browser using Outlook Web Access. Make sure you’re logged into your account.
Step 2: Find the Automatic Replies Option
- On the Desktop App:
- Click on File in the top-left corner.
- Select Automatic Replies (Out of Office) from the menu.
- On the Web Version (Outlook.com):
- Click the Settings Gear Icon (top-right corner).
- Type “Automatic Replies” into the search bar and click the option when it appears.
Step 3: Turn It On
- In the Automatic Replies window, click Send automatic replies to turn it on.
Step 4: Write Your Message
Type in the message that will be sent automatically to anyone who emails you while you’re away. Here’s an example:
Subject: Out of Office
Hello,
Thank you for your email. I am currently out of the office and will return on [insert return date]. I will respond to your message as soon as possible upon my return.
For urgent matters, please contact [backup contact name and email].
Best regards,
[Your Name]
Step 5: Set the Dates
If you know the exact dates you’ll be out, set a start and end time for the automatic replies. This way, the notification turns off automatically when you’re back.
Step 6: Choose Who Gets the Reply
You can choose whether:
- Everyone who emails you gets the message.
- Only people inside your organization (like coworkers) receive it.
Step 7: Save and Exit
Click OK or Save, and you’re all set! Your Out of Office reply will now be sent automatically.
That’s it! You’re ready to enjoy your time away without worrying about missing emails. If you have any questions, open a service ticket. 😊
Happy emailing (and vacationing)!
By following these methods, you can easily set an out-of-office reply in Outlook and Outlook Web Access. If you have questions or need additional help, contact your IT support team or consult the Microsoft Support Page.
For expert guidance in optimizing your Microsoft 365 environment and securing your business’s cloud infrastructure, reach out to our Service Desk team today. Together, we can build a more secure and efficient IT foundation for your success.