Are you planning to take a vacation or will be out of the office for a few days? Don’t forget to set up an out of office (OOO) message in your Outlook email account. This will let your colleagues and clients know that you are not available and when you will be back. In this article, we will guide you on how to add an OOO message in Outlook.
Setting Up an OOO Message
To set up an OOO message in Outlook, follow these simple steps:
- Open your Outlook email account and click on the “File” tab in the top left corner.
- In the drop-down menu, click on “Automatic Replies (Out of Office).”
- A new window will open. Check the box next to “Send automatic replies.”
- You can now customize your OOO message by typing in the text box provided. You can include the dates you will be out of the office, who to contact in your absence, and any other important information.
- If you want to set a specific time for your OOO message to turn on and off, click on the “Only send during this time range” box and select the start and end dates and times.
- Once you are satisfied with your message, click on “OK” to save your changes.
Setting Up Different Messages for Internal and External Contacts
If you want to set up different OOO messages for internal and external contacts, follow these steps:
- Follow the steps above to set up your OOO message.
- In the “Inside My Organization” tab, you can customize the message that will be sent to your colleagues and other internal contacts.
- In the “Outside My Organization” tab, you can customize the message that will be sent to clients and other external contacts.
- Once you have finished customizing your messages, click on “OK” to save your changes.
Turning Off OOO Message
Once you are back in the office, don’t forget to turn off your OOO message. To do this, follow these steps:
- Open your Outlook email account and click on the “File” tab in the top left corner.
- In the drop-down menu, click on “Automatic Replies (Out of Office).”
- In the new window, click on “Turn off” next to “Automatic Replies.”
- Your OOO message will now be turned off.
Tips for Writing an Effective OOO Message
- Keep it short and simple.
- Include the dates you will be out of the office.
- Provide contact information for someone who can assist in your absence.
- Avoid using humor or sarcasm in your message.
- Proofread your message for any spelling or grammar errors.
Conclusion
Adding an OOO message in Outlook is a simple and effective way to let others know that you are not available. By following these steps, you can easily set up and customize your OOO message. Remember to turn off your OOO message once you are back in the office. Happy vacationing!