If you’re planning to take a vacation or a personal day, setting an out of office message in your email is a great way to let people know that you won’t be available. Microsoft Outlook offers a convenient feature that allows you to set an out of office message to automatically reply to emails you receive during your time away.
In this blog post, we’ll provide you with a step-by-step guide on how to set out of office in Outlook app. Whether you’re using the desktop or mobile app, we’ll cover everything you need to know to ensure that your colleagues and clients know you’re unavailable and when you’ll be back.
So, let’s dive in and master the art of setting out of office in Outlook!
How to set out of office in Outlook app on desktop
To set an out of office message in Outlook app on desktop, follow these steps:
Open Outlook and click on the File tab.
Click on the Automatic Replies (Out of Office) button.
In the Automatic Replies window, select the Send automatic replies option.
Choose whether you want to set a specific time range for your out of office message to be active, or to set it to stay active until you turn it off manually.
If you’ve chosen to set a specific time range, enter the start and end dates and times for your out of office message.
In the Inside My Organization tab, enter the message you want to send to colleagues within your organization. This could include information about when you’ll be back, who to contact in your absence, and any other relevant details.
In the Outside My Organization tab, enter the message you want to send to people outside your organization. This message could be similar to the one for internal contacts or could include different details depending on your needs.
If you want to exclude any contacts or groups from receiving your out of office message, click on the Add button in the Exceptions tab and select the criteria for the exception.
When you’re done, click OK to save your changes and activate your out of office message.
That’s it! Now anyone who sends you an email during your specified time frame will receive your out of office message.
Offer tips for crafting an effective out of office message
Here are some tips for crafting an effective out of office message:
Be clear and concise:
Your out of office message should clearly state that you are not available and when you will be back. Avoid using vague or overly formal language, and make sure your message is easy to understand.
Provide alternative contact information:
If there’s someone who can handle urgent matters in your absence, include their name and contact information in your message. This will help ensure that important issues are addressed in a timely manner.
Avoid sharing too much personal information:
While it’s okay to include general details about your absence, such as “I’m on vacation,” avoid sharing too much personal information. You don’t want to give the impression that you’re not taking your job seriously.
Consider adding a personal touch:
Depending on your relationship with the recipient, you may want to add a personal touch to your message. For example, you could include a light-hearted comment or a reference to a recent conversation.
Test your message:
Before activating your out of office message, send a test email to yourself or a colleague to make sure it looks and reads the way you intended. This will help ensure that your message is effective and error-free.
By following these tips, you can create an out of office message that effectively communicates your availability and ensures that important matters are handled in your absence.
How to set out of office in Outlook app on mobile
To set an out of office message in Outlook app on mobile, follow these steps:
Open the Outlook app on your mobile device.
Tap on the three horizontal lines in the upper left corner to open the app menu.
Scroll down and tap on the settings gear icon.
Tap on the email account that you want to set the out of office message for.
Scroll down and tap on Automatic Replies.
In the Automatic Replies screen, toggle on the switch to enable automatic replies.
Choose whether you want to set a specific time range for your out of office message to be active, or to set it to stay active until you turn it off manually.
If you’ve chosen to set a specific time range, enter the start and end dates and times for your out of office message.
In the Inside My Organization tab, enter the message you want to send to colleagues within your organization.
In the Outside My Organization tab, enter the message you want to send to people outside your organization.
If you want to exclude any contacts or groups from receiving your out of office message, tap on the Add button in the Exceptions tab and select the criteria for the exception.
When you’re done, tap on the Save button to activate your out of office message.
Best practices for setting out of office in Outlook app
Here are some best practices for setting out of office in Outlook app:
Be specific and clear about your availability:
Make sure your out of office message clearly states when you’ll be out of the office and when you’ll be back. This will help manage the expectations of the people who are trying to contact you.
Provide an alternative contact:
If there’s someone who can handle urgent matters in your absence, provide their contact information in your out of office message. This will help ensure that important issues are addressed in a timely manner.
Keep it concise:
Your out of office message should be brief and to the point. Avoid lengthy explanations or personal details, and focus on providing the most important information.
Use a professional tone:
Even if you’re on vacation or out of the office for personal reasons, your out of office message should still have a professional tone. Avoid using humor or informal language that may be inappropriate for a work setting.
Test your message:
Before you activate your out of office message, send a test email to yourself or a colleague to make sure that it’s working properly and that it includes all the information you want to convey.
Update your calendar:
In addition to setting your out of office message, make sure that your calendar reflects your availability during your absence. This will help prevent scheduling conflicts and ensure that your colleagues are aware of your schedule.
By following these best practices, you can create an effective and professional out of office message that conveys the necessary information while maintaining a professional tone.
FAQs
What is an out of office message?
An out of office message is an automated reply sent to anyone who emails you while you’re away from work. It lets people know that you’re not currently available and when you’ll be back.
Why is it important to set an out of office message?
Setting an out of office message is important because it lets people know that you’re not available and when they can expect to hear back from you. This helps manage expectations and prevents people from getting frustrated or worried when they don’t receive a response.
Can I set an out of office message in the Outlook app on my mobile device?
Yes, you can set an out of office message in the Outlook app on your mobile device. The process is similar to setting it on the desktop app.
Do I have to set an out of office message every time I’m away?
Yes, you’ll need to set an out of office message every time you’re away from work. It’s not something that can be set once and forgotten.
Can I set different out of office messages for internal and external contacts?
Yes, you can set different out of office messages for internal and external contacts. This is useful if you want to provide more detailed information to your colleagues than you do to people outside your organization.
Can I set an out of office message for just one day?
Yes, you can set an out of office message for just one day, or for any length of time that you’ll be away.
Can I set an out of office message to repeat every day?
Yes, you can set an out of office message to repeat every day if you’ll be away for an extended period of time.
Will my out of office message be sent to everyone who emails me?
Yes, your out of office message will be sent to everyone who emails you during the time period that you’ve specified.
Can I include a phone number in my out of office message?
Yes, you can include a phone number in your out of office message if you want people to be able to reach you by phone.
Can I schedule my out of office message to start and stop automatically?
Yes, you can schedule your out of office message to start and stop automatically by specifying the start and end dates and times. This is a useful feature if you know in advance when you’ll be away from work.
Conclusion
Setting an out of office message in Outlook app is an important aspect of managing your email communication when you’re away from work. By following the simple steps outlined in this blog post, you can easily set an out of office message on both the desktop and mobile versions of the Outlook app.
Additionally, by incorporating the best practices discussed, you can craft an effective and professional out of office message that conveys the necessary information while maintaining a professional tone.
Whether you’re going on vacation or just taking a day off, setting an out of office message can help manage expectations and ensure that your colleagues and clients are aware of your availability.