How to Set Out of Office in Outlook?


How to Set Out of Office in Outlook

In this article, we provide multiple methods of how to set an out of office message in Outlook in all versions like Outlook 365, Outlook 2007, Outlook 2016 and others. 

Many Microsoft Outlook users inform their contacts about their unavailability by composing a common email after they create a group in Outlook. Doing so is not a better idea than setting out of office in Outlook app, Outlook 2007/2010/2016/365 as ‘out of office’ will automatically send an email whenever they will try to reach you.  

Table of contents

  1. What is set up out of office in Outlook?
  2. Why it is important to set up out of office in Outlook?
  3. How to set out of office in Outlook app?
  4. What all to be included when you set out of office in Outlook?

What is Set Up Out Of Office in Outlook?

While you have taken an extended leave or going for a long vacation, your boss knows but, do your clients know? We all want to alert our clients and contacts with our unavailability. This can be a tough task if you are not an Outlook exchange account user. Are you? Then let’s know, how does an Outlook feature call to set out of office in Outlook works? 

The following content of the article will provide you the methods of how to set up an out of Office in Outlook. This will free you from too much hassle, out of office will keep notifying your clients, colleagues, and contacts on your behalf whereas you can just turn off your phone notifications and enjoy the trip. 

Why It Is Important To Setting Up Out Of Office In Outlook?

If you don’t give your colleagues and clients some notice, would not everyone wonder where have you wandered off without letting them know? Your workaholic mates have the right to get the providence of a sense of direction and reassurance that you are going to show up sooner or later. So, learn how to set up out of office in Outlook and let your contacts know when you are coming back to business and to whom they should contact in your absence.

How to Set Out Of Office in Outlook 365/ 2016/ 2007?

There are two methods for how to set out of office in Outlook 365/2016/2007 one is for Outlook non-exchange account users and another for those who posses Outlook exchange accounts. The methods are the same for how to set out of office in Outlook 2016 and 2017. Any Outlook user can follow one of the methods as per their type of accounts and set out of office in Outlook.

How to Set Up Out Of Office In Outlook For Exchange And Online Accounts?

The best part of having an Outlook exchange account that you do not need the template message. Follow the simple steps that will quickly help you to set out of office in Outlook account:

  • Click on the ‘File’ after opening your Outlook account
  • Select the ‘Info’ tab from the contents 
  • Click on ‘Automatic replies’ that is ‘Out of Office’
  • In the resulting dialogue there will be two options:
  • Don’t send automatic replies 
  • Send automatic replies 

Choose the second option to send automatic replies

  • Set the Starting and Ending period with timings 
  • Create a message as per how you want it
  • At last, click on ‘Ok’
how to set out of office in outlook

By following the above-mentioned steps you must have been able to learn how to set out of office in Outlook in 2017 and other versions as well. Follow the next method if you are a non-exchange Outlook account user.

How to Set Out Of Office In Outlook For Non-exchange And Online Accounts?

For Outlook non-exchange account users, it is a little difficult but not so as long as you have been guided well. Emailsfix.com provides the best possible method to set out of office in Outlook:

  • Click on ‘New message’ to compose a new mail message 
  • Type ‘Out of Office’ in the ‘Subject’ column
  • Write down a meaningful message that will help your contacts to follow up while you are out of the office. Try to keep the message short
  • Select ‘Save As’ from the ‘File’ option
  • Drop down the tab of ‘Save as’ and choose ‘Outlook Template’
  • Change the name of the template message as per your desire e.g. ‘A’
how to set out of office in outlook

After following these steps, the template will be saved and you will have to set a rule:

  • Click on ‘Rules’
  • Drop down the folder of ‘Apply Changes’ and select your account to add to the new folder i.e. ‘B’
  • Go back and click on ‘New rule’ again
  • Select ‘Apply rule’ and start from a black section
  • Select conditions and tick the following condition amongst all
E-mail rule-how to set out of office in outlook 365

“Where my name is in the To box”
And name it as ‘C’

  • Now, check reply by using a template and click on the description of the rule
  • Drop down the ‘Look in’ tab and select “User Templates in File System”
  • Select ‘Out of Office’ and name it as ‘D’ and click on ‘Next’
  • Select the ‘Exceptions’ and click on ‘Turn on this Rule’ make it ‘E’
User Template-how to set up out of office in outlook 2016

After enabling the rule, follow the subsequent steps to finally set out of office in outlook

  • Go to the ‘Home’ tan and click on ‘Rule’ 
  • Select ‘Rules and Alerts’ and click on ‘email rules’
  • Find the rule you have set from the list and make it ‘F’
  • Select the rule and click on ‘Ok’ to save all the changes you made.
how to set up out of office in outlook 2007

With completing all the steps you just learned how to set out of office in outlook app and outlook 2017 and other versions of outlook. 

What All To Be Included When You Set Up An Out Office In Outlook?

The above methods have taught you how to set up an out of office in outlook 2007/ outlook 2017, and Outlook 365. Now, let’s look at the content of the automatic replies. Since the automatic replies are for your colleagues and work contacts, the content should be fairly standard and relevant to the business only. It is suggested to mention the following factors in your ‘out of the office’ content: 

  • Where you are going 
  • Time period, from such and such dates
  • Mention your substitute, whom they should contact in your absence 
  • You may attach a few important documents and allow their access so that they don’t disturb you while you hopping from one destination to another 
  • Let them know about the projects to look at, priority wise 

At last, thank them for understanding, provide your personal or alternative phone number that you will use while out of the office and sign off sincerely. 

Conclusion: Emailsfix always brings the best possible solution and methods of major-minor queries like how to set out of office in outlook, how to add signature in outlook or even to set up Gmail in outlook in all versions like outlook 2017, outlook 2007, outlook 365. If you were unable to follow the above-mentioned methods, connect with our expert technician over a chat.

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