Setting an out of office (OOO) message in Outlook is a simple and effective way to let your colleagues and clients know that you will be away from work for a period of time. This feature is especially useful when you are on vacation, attending a conference, or taking a sick leave. In this article, we will guide you through the steps of setting an OOO message in Outlook, whether you are using the desktop app or the online version.
Setting OOO in Outlook Desktop App
- Open Outlook and click on the “File” tab in the top left corner.
- In the “Info” section, click on “Automatic Replies (Out of Office)”.
- A new window will pop up. Check the box next to “Send automatic replies” and enter the dates you will be away in the “Start time” and “End time” fields.
- You can also choose to set different messages for internal and external senders by checking the corresponding boxes.
- Type in your OOO message in the text box provided. You can include information such as the reason for your absence, who to contact in your absence, and when you will return.
- If you want to set a specific time for your OOO message to stop sending, check the box next to “Only send during this time range” and enter the start and end times.
- Click “OK” to save your changes.
Setting OOO in Outlook Online
- Log into your Outlook account and click on the gear icon in the top right corner.
- In the drop-down menu, click on “View all Outlook settings”.
- In the left sidebar, click on “Mail” and then “Automatic replies”.
- Toggle the switch to turn on automatic replies.
- Enter the dates you will be away in the “Start time” and “End time” fields.
- You can also choose to set different messages for internal and external senders by checking the corresponding boxes.
- Type in your OOO message in the text box provided.
- If you want to set a specific time for your OOO message to stop sending, check the box next to “Only send during this time range” and enter the start and end times.
- Click “Save” to apply your changes.
Setting OOO in Outlook Calendar
- Open your Outlook calendar and click on the “New Appointment” button.
- In the appointment window, click on the “Recurrence” button in the top menu.
- In the “Appointment Recurrence” window, select the dates you will be away and choose the frequency (daily, weekly, etc.).
- Click on the “End by” option and select the date you will return to work.
- In the “Appointment” window, click on the “Show As” drop-down menu and select “Out of Office”.
- Type in your OOO message in the text box provided.
- Click “Save & Close” to save your changes.
By following these simple steps, you can easily set an OOO message in Outlook and ensure that your colleagues and clients are aware of your absence. Remember to turn off your OOO message when you return to work to avoid any confusion. Enjoy your time away from work and let Outlook handle your email responses for you.