Set automatic replies when you are out of the office and each sender inside your organization—and optionally, outside—should receive one email with your message. In this video, learn how to create different internal and external automatic replies, set starting and ending dates and times, and have Outlook take actions on your calendar during your out of office timeframe.
- [Teacher] A conversation about replying to email messages wouldn't be complete if we left out automatic replies, which we often call out-of-office messages. To access this functionality, click Settings, if you want to, you can go to View all Outlook settings, click Mail, and Automatic replies, we could also have search for that. And automatic replies let people know that you're not responding to email, and optionally, what they should do if they need help and can't reach you by email, or, simply when you're going to be back. You must turn on automatic replies to be able to add any text to an automatic reply. And there are two possibilities here. This is what I send to people inside my organization. And this is what I send to people outside. And I do not have to send anything to people outside. But I do have to send internally, if I have automatic replies on, we'll talk a little bit more about inside, outside in a moment. First, let me show you how to add your message. You have access to all of the text formatting features here, and I'm simply going to add some information. I'm attending the Microsoft Business Applications conference all day today and will reply to your email tomorrow. If it's urgent, contact Reggie Tupp or text me. I actually should say contact Reggie Tupp or reach me on Teams, that would work too. And I'm going to say that I only want these automatic replies to work for a specific period of time, which is during the conference. And really from, I don't want to get emails at 8 am that day, and I don't want to get emails that night, just all day, please. Actually, I could end it the next day now that I think about it. So I'm going to start on the 6th, and on the 7th I'm going to say you know, 7th, 9 am, I'm back. Now, what else can I do during that time? I block my calendar, set a title for the event. And I'll just say, MBAS. Automatically decline new invitations for events that occurred during this period. Somebody invites me to meeting, automatically, Outlook is going to tell them no. And if something comes up that's a last minute, I have to leave town. This is how you automatically cancel any meetings that you have during this time. I don't need to do that because I don't have any meetings and I'm going to automatically decline new meetings. I already had some of this time on my calendar. So this is what the reply is going to look like inside my organization, that works. And sometimes people will write this in the third person, Gini van Courter is attending, that's okay. And if you're going to do that, make it consistent all the way through. Now at this point, I'm going to turn off send replies outside my organization, and I could simply turn this off right now. What's going to happen then, is at 3:30 in the morning, on the 6th of May, this is going to kick on, and it will kick back off at nine o'clock the next morning. I can also simply turn this on when I leave the office, I can have it all set up. And when I leave, I could turn automatic replies on, when I come back, I can turn it off. I really prefer being able to set it up ahead of time. And that way at the last minute, I'm not forgetting to turn on automatic replies. Now what about people outside my organization? I could send replies to people outside my organization as well. And I might give them a slightly different message. And I might even send them a link to the conference so that they'll be impressed with how I'm spending my time. And I wouldn't say, reach me through Teams. But I would put in Reggie's email address. I also have a choice to only send replies to contacts. The problem for me with this is that I have people email me who aren't my contact list. And I don't want to ignore them. So these settings, these two checkboxes, really depend on who emails you. Who are you accountable to? If you were gone for a week, and you use automatic replies, who are the people who aren't in your contact list who would have reason to be annoyed, and who would say, "You know, they never got back with me."? So if you're customer-facing, you need to have a few more boxes here checked than people who aren't. I'm going to at this point turn automatic replies off because, oops, I have to click this checkbox first. Now with this checkbox on, I'm going to turn automatic replies off, I'm going to use the automatic part of automatic replies and save this. And this is how you set up your out-of-office options. The only thing that changes by specifying a particular period of time rather than simply turning on automatic replies is that you have the ability to then optionally block your calendar, decline new events, and decline and cancel meetings that already exist.
- Identify the ways to access Outlook on the web.
- Review options for sending emails and copying other recipients on emails.
- Describe methods to reply to emails that best utilize the features of Outlook on the web.
- Explain the various processes in creating calendar items.
- Distinguish between the three ways to create meetings in Outlook on the web.
- Differentiate between the various functionalities of Outlook on the web in utilizing lists.