Setting Your Out of Office Message

Microsoft Outlook Out of Office Messages: 
Microsoft Outlook provides a neat little feature that allows you to set up automated messages for when you plan to be out of the office.

Why should you utilize this? 
Planning on stepping out of the office for a while? Whether you’re enjoying the luxury vacation at a 5 star resort in Bora Bora or you’re participating in the company’s annual golfing tournament- if you know you’re going to be out of the office, it’s good etiquette to set an out of office message on your Outlook!  

When should you utilize this? 
Rule of Thumb: Any time you could consider yourself “unreachable. If you know you won’t be near your desktop and able to respond it’s a good idea to use this feature. 

What should you include? 
At a minimum: 
  • Your return date 

  • Who to contact in your absence.  

To make it even easier for you, here are a few sample out of office responses you could use: 

  1. Thank you for your email. I’m out of the office and will be back on (Date of Return). During this period I will have LIMITED access to my email. For immediate assistance, please contact me on my cell phone at(your cell phone number). 

  2.  I will be out of the office starting(Starting Date)through(End Date)returning(Date of Return) and will have only intermittent access to email. If you need immediate assistance during my absence, please contact(Contacts Name)at (Contacts Email Address). Otherwise, I will respond to your email as soon as possible upon my return. 

  3. Thank you for your message. I am currently out of the office, with no email access. I will be returning on(Date of Return). If you need immediate assistance before then, you may reach me at my mobile –(Mobile Number). 

How do I utilize this? 
  1. Simply go to the “File” tab at the top of your Outlook. 

  2. On the main screen, you will see “Automatic Replies (Out of Office)”– click on it. Then a screen like this should pop up:  

  1. Select: Send Automatic Replies. 

  2. Click: Only send during this time range.  

  3. Use drop down bar to adjust your dates. 

  4. Format only your out of office message for “Inside My Organization. 
  5. Click “Okay. 

And you’re ready to go!