This article was written by Darlene Antonelli, MA. Darlene has experience teaching college courses, writing technology-related articles, and working hands-on in the technology field. She earned an MA in Writing from Rowan University in and wrote her thesis on online communities and the personalities curated in such communities. This article has been viewedtimes.
The Out of Office Assistant in Microsoft Outlook allows you to set up an automatic reply that is sent to people who email you when you are unavailable or out of the office. The Out of Office feature is only available for users with a Microsoft Exchange account; however, Home users with non-Exchange accounts can create an out-of-the-office template and create a rule to have Outlook send the reply automatically. If you're unsure of which account you have, know that Exchange accounts are most commonly business or school accounts.
This wikiHow will show you how to set up an out-of-office response in Outlook with both an Exchange and non-Exchange account. Launch Outlook. Click File and Info. Click Automatic Replies. Select the box next to "Send Automatic Replies. Write email messages in Inside my organization and Outside my organization tabs. Click OK. Did this summary help you? Yes No. Please help us continue to provide you with our trusted how-to guides and videos for free by whitelisting wikiHow on your ad blocker.
Log in Facebook. No account yet? Create an account. Edit this Article.Once you have the Outlook app open on your computer, click the File button in the top left. On the next screen, click the Automatic Replies button. This will take you to a page where you can configure your auto-replies in advance of when you want them to start. Be sure to enter a start time and end time. Next, type in what you want your automatic replies to say. Using your favorite web browser, go to Outlook.
How to Set Up an Out-of-Office Message in Outlook
Clicking this will allow you to access a settings menu. From the settings menu that appears, click Automatic Replies. You will see a side panel window appear on the right side of your screen. Near the top of this window, click Send Automatic Replies.
If you want, you can also use the additional features below to block out your calendar and automatically decline invitations you receive during that period of time. In the text box that appears at the bottom of the window, type in what you would like your reply to say.
Format your reply to your liking using the text toolbar at the top of the text box. Double check the dates you indicated as well. If everything looks good, click the OK button at the top of the window. When the time period you specified ends, auto-replies will be turned off automatically. Do you want some tips on what to write in your responses? Thanking someone for their email will make them feel like you genuinely care about their message.
Make it clear that the email they are receiving from you is an automatic response and that you are currently away from work.
How To Set an Out of Office Message in Outlook
Let them know the time period for which you will be out of the office, as well as an estimate of when you should be able to get back to them about their email. In case the person who is trying to contact you needs help with something right away, you may want to give them information on who they should reach out to in the meantime. Perhaps one of your coworkers or your supervisor could supply them with the information or assistance they need.
To learn about the variety of ways in which you can share your calendar with others, see Share an Outlook calendar with other people.
To learn how to send out of office replies, see Send automatic Out of Office replies from Outlook. Scheduling vacation time with a meeting request is a two-step process. First, let your coworkers know that you will be absent by adding vacation time to their calendars. Then, block out your vacation on your own calendar. When you mark time as "out of office" on your calendar, your coworkers see it when they attempt to schedule a meeting with you.
You can do this by setting your information to appear on their calendars as an all-day event, but unlike a normal all-day event, which usually is set to "busy," this all-day event is displayed as free time. The ability to see other people's schedules while composing meeting requests in Outlook requires your organization to be using Microsoft Exchange Server. In Calendar, on the Home tab, click New Meeting. Type a description in the Subject box,and if desired, enter a location in the Location box.
In the Start time and End time lists, select the start and end time for your time away from the office. For vacations, this usually involves full days. If this is the case, select the All day event check box. If you want to schedule your time away from the office based on a different time zone, in the Options group, click Time Zones. In the Options group, for Show Asclick Free in the drop-down list. If you have already specified that this is an all-day event, Show As is set automatically to Free.
Make sure the Show As setting is set to Free. This allows the meeting request recipients to accept the meeting request and add your vacation time to their calendar, but not block out any time on their calendar.
The recipient's calendar will still show free availability for scheduling during your vacation time. When choosing an all-day event, the start time of the event is at midnight. To avoid your coworkers receiving alerts at odd times, set the Reminder setting to None. If you are alerting people to a series of recurring times that you will be away from the office, in the Options group, click Recurrenceselect the recurrence pattern, and then click OK.
It is still marked as free time, however. If you followed the steps in the previous section, the meeting request you sent was marked as free time to prevent blocking out time on other people's calendars. However, the time is also marked as free on your own calendar. You now need to create an additional appointment for yourself so that others can see that you are not available during the time you specify.People use Microsoft Teams for communication and collaboration with their teammates.
In fact, so much so, that a lot of users have entirely shifted from email to Microsoft Teams for communication purposes.
You need Outlook to do it. Microsoft Teams syncs with your Outlook account and picks up the Out of Office status from Outlook and automatically reflects it on your Teams account. What are automatic replies?
The feature sends a message automatically to any emails you receive while it is on. Microsoft Teams sees when you have automatic replies on in Outlook, and changes your status to reflect your whereabouts. The dialog box for setting up automatic replies will open. You can also specify a time range during which to send the out of office message. You can set a custom message for what to reply with to messages received.Outlook 2016 Setting Up Automatic Out of Office Replies
Now, if you are using an organization account, there will be two options for the message. You can set different messages for people internal and external to your organization. After turning on Out of Office replies, go to Microsoft Teams.
Your status will change to Out of Office, and the message you set up in the automatic replies will also be displayed with your status when someone hovers over your profile picture. To set up automatic replies from Outlook for Web, go to outlook. Setting up automatic replies is the best way to set Out of Office status in Microsoft Teams.
You can set the status for a specified time period, and also have an explanatory custom message along with it. But it is definitely not the only way.
Open the Outlook desktop app and switch to the calendar instead of email. The dialog box for creating an appointment will open. Create an appointment for when you will be out of the office.Before you set up an out of office or automatic reply in Outlook, you'll need to know your Outlook account type. The steps you'll follow will depend on whether you have a Microsoft Exchange Outlook email account if you have email through an organization, such as the place where you work or an IMAP or POP3 account if you have an individual email account such as Yahoo or Gmail.
Skip to main content. Last Updated: Sep 12, Need more help? No results.
Was this information helpful? Yes No. Tell us what we can do to improve the article Submit. Your feedback will help us improve the support experience. Australia - English. Bosna i Hercegovina - Hrvatski. Canada - English. Crna Gora - Srpski. Danmark - Dansk. Deutschland - Deutsch.
Eesti - Eesti. Hrvatska - Hrvatski. India - English. Indonesia Bahasa - Bahasa. Ireland - English. Italia - Italiano. Malaysia - English. Nederland - Nederlands. New Zealand - English. Philippines - English. Polska - Polski. Schweiz - Deutsch.Therefore, other users can pick up free time for group schedules, such as meeting. This article will guide you to show appointments in calendars as busy, free, tentative, or out of office in Microsoft Outlook. The following steps will guide to you show your appointments as busy, free, tentative, or out of office.
You can select one of them based on your needs. See screen shot:. Remember Me. Log in. About Us Our team.
Read More Quick Report, Count Selected Mails Enable you to do smarter, faster and better in Outlook. Download Now You are guest Sign Up? Login Now. Loading comment The comment will be refreshed after To post as a guest, your comment is unpublished. Hello, How can i apply this only for my calendar and not for all envent users? Thanks in advance. User states he's shown as blocked off all day when he is not.
This is only showing for those who try to book him for a meeting. His calendar is fine however how to find out if this is User error. Right now it's in the palest pink and I can't see the contrast against the other calendars when IN the office. I need it back, right in the body of the calendar. I usually have at least 5 calendars up at any given time. If someone's OOO, I can't see it. I agree completely! I can find no good reason why they did this!Did you also know that you create out-of-office messages in your Outlook Calendar?
What if you want to specify an exact set time and date range? Outlook also allows you to specify rules. For example, you can create a rule that would only allow emails from your boss or business partner to get through. However, you can still prevent messages coming in from less important contacts. Then you can note that where you are, such as: Looking forward to seeing you all at the conference. Or list an industry conference.
You can also tell them who to contact in case there is an emergency. My name is Albert Costill and I'm a content marketer at Calendar. If I can help people become more productive in my journey, even better. If you ever have a question about your Calendar or how you can use it - - don't hesitate to reach out. I'm a Calendar Pro. Albert Costill Calendar Wednesday, December 19th, Tags: out of office messageOutlook.
About Calendar Calendar harnesses the power of machine learning to give smart suggestions for when, where and how your meetings can take place. Related Stories.