5 Minute Outlook

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Out of Office Messages - 4/15/13

Going to be away for an hour, an afternoon, a day, all week? Outlook allows users to set up Out of the Office Messages for any given amount of time. These messages will automatically be sent to people that email you during the away time period you set. Out of Office Messages can alert co-workers and parents that you are out of the office, away from your desk, or have limited internet access and who to contact in the case of an emergency.

To create an Out of Office Message start by clicking Options in the upper right hand corner after you login to Outlook. Click See All Options in the drop down menu.
Click Organize E-Mail on the left side of the page. Then click Automatic Replies across the top.
At first when I was playing with this tool, I created my auto reply and didn't scroll down. The screen is very deceptive and you can easily miss that there is more to scroll and see since th SAVE button is static in the bottom corner. So when I finally scrolled down accidentally I noticed you could specify your reply for different groups of people! YES! That's right Customized Replies!

So let's set up an Automatic Reply! The first thing you will have to do is set the date and time you want the automatic reply to occur. You can turn it on until it is turned off or you can set a specified date and time.
Now the next two sections allow you to customize the Automatic Reply that gets sent out. You can set a reply for senders from within HCPSS (our organization) and senders from outside HCPSS. Pretty Cool Huh?

So the first text box is where you type what you want people from within HCPSS to get as a reply.
Now below that is where you customize your reply for people who email you from outside of HCPSS. This would be anyone not emailing you from the hcpss.org email address. You can send to just people who you have entered in your contact list or ALL external senders. This reply can be the same as the previous reply or you can modify it somewhat. Notice how I varied my replies.
When you are done click the SAVE button in the bottom right corner. Your settings will be saved. Click My Mail in the upper right hand corner of the screen to return to your Mailbox.

If you didn't specify a set period of time and you want to turn off the automatic reply, navigate back following the directions above and select Don't Send Automatic Replies. Remember to press Save when you are done!
Shhhhh! Don't tell CLC, but I'm starting to find some of Outlook's features useful!

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