In your Vacation and holidays, you shall not think about your work and for sure not look into your emails! So, here is the perfect guide to set up outlook in the best way to send outlook automatic reply like PRO when you are Out of the office.
Use Outlook Web and Not the normal Outlook
Here comes the PRO tip, because you probably use only the Outlook software for desktop like windows or mac. Now, the surprise is to use Outlook Web to set up the “outlook automatic reply” because more configuration is possible in Outlook Web then Outlook desktop app!
Do I have access to Outlook Live (web) ?
Everybody can access the Outlook web if a valid Microsoft Account with an Outlook license or office 365 package. (This means if you use Outlook desktop app you can simple login to Outlook Web).
If it gives you a selection of “Work” or “Private” account, then probably you must use the “Work” Account (see screenshot)
Open the advanced settings
After the successful login to Outlook Live, then navigate to the advanced settings:
Click on the right top corner on the (Configuration symbol)
On the right side, a new pane appears. Here go at the bottom and click “View all Outlook settings” (see screenshot)
Activate the normal Outlook Automatic Reply
In the advanced settings, you can configure in Outlook live many things:
Activate the automatic replies by checking the “Automatic replies on”
The time span when this setting is active, “Send replies only during a time period”. I strongly recommend this because then you cannot forget to activate/disable it.
In “Start time” I recommend inserting the last day in your office BUT set the hour to the exact time when you turn OFF your computer. This ensures that if you receive an email in the same day after working hours, then the automatic reply is already activated!
In “End time” I recommend inserting the first day in your office BUT set the hour to the exact time when you turn ON your computer. This ensures that if you receive an email in the same day before working hours, then the automatic reply is already activated!
Go PRO for the Outlook Automatic Reply
Now, I show you the settings available only in the Outlook live. They have some real advances at work, specially if you have a lot of meetings:
You can block your Outlook calendar for this time period. This ensures your work colleagues see in the schedule assistant that you are Out Of the office, they will be thankful if you use this feature!
“Automatically decline new invitations” is a must-have to activate to respond to meeting invitations, so all participants can see your decline in the meeting overview.
“Decline and cancel my meetings” helps you to bulk cancel all your meetings where you are the organizer.
As default, all meetings in the given time period are selected to cancel. You can manually unselect some if you don’t want them to get cancelled.
Important: The meetings are only canceled if you click “Save”!
Save your settings and start your Vacation
To complete the configuration, set the last settings:
Set the email message for the Outlook Automatic Reply.
Optionally, you can set a different email message for contacts outside and inside your organization.
Anyhow, now it’s time to click “Save”.
After saving, Outlook will start to cancel all your meetings in the time period if specified, this could take some minutes.
Now, you are done. You don’t need to worry more about activating it, as soon as the “Start Date” comes the automatic replies are sent.
Go out of the office, you deserve it!
Alternative: Outlook Desktop app to Set-up auto-reply (out of office)
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