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How to Put Out of Office on Outlook: A Step-by-Step Guide

In today’s fast-paced digital world, managing your online presence and communication is crucial, especially when you’re unavailable or on vacation. Outlook’s Out of Office feature allows users to automatically notify colleagues, clients, and contacts of their absence, ensuring professional courtesy and clarity. Whether you’re using Outlook for Microsoft 365, Outlook 2019, Outlook 2016, or Outlook.com, this comprehensive guide will walk you through the process step-by-step, ensuring you can efficiently set up your Out of Office message whenever needed.

Understanding the Out of Office Feature

Before diving into the setup process, it’s important to understand what the Out of Office (OOO) feature does and why it’s beneficial:

Automated Replies: Sends pre-written messages automatically to anyone emailing you during your specified period.

Time-Saving: Eliminates the need to manually respond to each email during your absence.

Professionalism: Keeps contacts informed about your status, reducing confusion or follow-up inquiries.

Flexibility: Allows you to specify different messages or settings for internal colleagues versus external contacts.

Preparing to Set Up Your Out of Office Message

Before configuring the Out of Office reply, gather the following information:

Your Absence Schedule: Decide the start and end dates of your absence. If your dates change, you can modify the reply or turn it off as needed.

Message Content: Compose concise, polite, and informative messages for both internal (colleagues, coworkers) and external contacts if you wish to differentiate.

Additional Rules: Determine if you want to set up rules for specific contacts or email addresses (optional).

How to Turn On Out of Office in Outlook for Microsoft 365 / Outlook 2019 / Outlook 2016 Step 1: Open Outlook Application

Launch Microsoft Outlook on your computer.

Ensure your email account is properly configured and synchronized.

Step 2: Access Automatic Replies (Out of Office) Settings

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

In the backstage view, click on "Automatic Replies" (sometimes labeled as "Automatic Replies (Out of Office)").

Step 3: Enable Automatic Replies

In the Automatic Replies window:

Select "Send automatic replies."

To specify a time frame, check "Only send during this time range."

Set your Start time and End time.

Note: If you do not set a time range, replies will be active until you manually turn them off.

Step 4: Compose Your Out of Office Message

Under the Inside My Organization tab, type your message that will be sent to colleagues within your organization.

Under the Outside My Organization tab, craft a message for external contacts.

You can choose to send replies to "My contacts only" or "Anyone outside my organization."

Sample internal message:

"Thank you for your email. I am currently out of the office and will return on [return date]. I will respond to your email upon my return. If your matter is urgent, please contact [alternative contact]."

Sample external message:

"Thank you for your email. I am currently out of the office and will not be checking my emails until [return date]. For urgent matters, please contact [alternative contact]."

Step 5: Set Up Rules for Specific Exceptions (Optional)

Click "Rules…" at the bottom left of the Automatic Replies window to create rules, such as routing certain emails differently or blocking replies to specific contacts.

Step 6: Save and Activate

Once your messages are drafted, click "OK" to activate the automatic replies with the set parameters.

How to Turn Off Out of Office in Outlook

When your absence concludes, or if you want to stop automatic responses:

Go to File > Automatic Replies.

Select "Do not send automatic replies."

Click "OK". Your Out of Office replies will cease immediately.

Setting Up Out of Office in Outlook for Outlook.com

The web version of Outlook offers a slightly different, yet straightforward process.

Step 1: Log Into Outlook.com Step 2: Navigate to Settings

Click the gear icon (Settings) in the top right.

Select "View all Outlook settings" at the bottom.

Step 3: Access Automatic Replies

In the settings pane, go to Mail > Automatic replies.

Step 4: Enable Automatic Replies

Toggle "Automatic replies on" to active.

Set the time range if you desire.

Compose your internal and external message texts as previously described.

Step 5: Save Changes

Click "Save" to activate your Out of Office message.

Tips for Writing Effective Out of Office Messages

Be Clear and Concise: Clearly state your absence duration and when you’ll respond.

Include Alternative Contacts: Offer contacts or colleagues who can assist in your absence.

Maintain Professional Tone: Keep the message polite and professional.

Avoid Sensitive Information: Do not divulge confidential or sensitive details in auto-replies.

Personalize When Appropriate: Use your name and specific details to make the message personal yet professional.

Advanced: Automating Out of Office Setup Using Rules

For users with advanced needs, Outlook allows creation of rules to customize responses further:

In Outlook, go to File > Manage Rules & Alerts.

Create new rules based on email sender, subject, or other conditions.

Set actions such as reply with a specific message or move emails to folders.

These rules help manage specific scenarios, such as filtering customer queries or internal correspondences differently during your absence.

Troubleshooting Common Issues

Automatic Replies Not Sending: Ensure your Outlook is online and connected to your email server. Verify the time range is correctly set and that the "Send automatic replies" option is enabled.

Replies Send Outside the Scheduled Time: Double-check your time settings, especially if time zone differences exist.

Custom Messages Not Displaying: Make sure the messages are saved correctly before closing the dialog boxes.

Using Outlook Mobile: Note that setting Out of Office via mobile apps typically involves configuring your email account settings directly or through linked services; the mobile app may not support automatic replies.

Best Practices for Using Out of Office Effectively

Update Your Message When Needed: If your plans change, modify or disable your auto-replies promptly.

Test Your Setup: Send a test email from another account to verify your Out of Office message functions correctly.

Think About Time Zones: For international contacts, specify your timezone and expected return date/time.

Consider Privacy: Avoid sharing detailed plans or sensitive information in your auto-replies.

Combine with Calendar Blocking: Inform colleagues of your absence through calendar entries for better coordination.

Conclusion

Out of Office replies are an essential feature for professional email management, allowing you to communicate your unavailability clearly and automatically. Setting this feature up in Outlook is straightforward, whether you’re using the desktop client or Outlook.com, and it ensures your contacts are informed, reducing missed opportunities and misunderstandings.

Remember to review and update your automatic replies regularly, especially if your plans change. With the detailed steps provided in this guide, you are now equipped to manage your Out of Office messages effectively, ensuring smooth and professional communication even when you’re away.

Thank you for reading this comprehensive guide. If you have further questions or need assistance with advanced configurations, consulting Microsoft’s official support documentation can be very helpful. Happy emailing!