In this video, staff author Jess Stratton shows users how to send an automatic reply as a vacation or autoresponder, and customize the message it sends out to users in the company, or everyone.
- [Instructor] When you go on vacation, you probably change your voice mail on your phone, telling callers the dates you'll be unavailable to return calls. You can do the same with email, and it's called out of office. Outlook will auto-respond to anyone that emails you within the dates that you'll be away. This functionality is supported in Outlook only if you're connected to an Exchange or Office 365 account. If you're using POP or iMAP, you can create a message rule to reply to all incoming mail, however, the Outlook client has to be open and running.
I am using Gmail with iMAP. Gmail has its own vacation responder built right in to their web interface, so it's always worth checking with the email provider first, to see if they already have this functionality. Let's create an out of office message for Red 30. Click File on the top-left hand side of the screen, and then, Automatic Replies. Click the Send automatic replies radio button. You can specify a time range, though you don't have to.
Not specifying one is actually great for unmonitored mailboxes, to send a reply back that it is, in fact, unmonitored. But you can put in the start time and the end time when you're going to be away. But you can set the start and end dates for when you're going to be away, and you can even set the time. The Automatic Reply will reply once for each sender with a message that I specify. I can click inside and start typing my message. This is a message that everybody inside my organization will see.
If I want external email addresses to see a message, I can create a new one just for them. Click the Outside My Organization button. I can put in a different message or copy and paste and add more to the existing message. I'll click OK. And then I can see that the out of office message is turned on. I'll click the arrow on the top, left-hand side to return to my inbox.
A great thing about using out of office with Exchange or Office 365 is that Outlook doesn't have to be open or running, and my computer can even be turned off. When I'm back in the office, it will automatically turn itself off at the date and time I said I'd be returning. If I need to turn it off sooner, I can click Turn Off right from this main screen.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.