Managing your out-of-office (OOO) notifications is crucial for ensuring smooth communication while you’re away. Whether you’re going on a well-deserved vacation, attending a conference, or taking some personal time off, setting up an out-of-office message in Outlook 365 ensures that anyone who tries to reach you knows you’re unavailable and when they can expect a response.
Outlook 365 for Windows offers a straightforward and customizable way to manage these notifications, making it easy to keep your colleagues and external contacts informed. In this guide, we will walk you through the step-by-step process of turning on and off out-of-office emails in Outlook 365 for Windows. We will also provide some tips on crafting effective out-of-office messages and the solution to fix the automatic reply not working issue to ensure clear communication.
By the end of this guide, you will know how to:
- Activate automatic replies to notify senders that you’re out of the office.
- Customize your out-of-office messages for internal and external contacts.
- Schedule the start and end times for your automatic replies.
- Deactivate automatic replies when you return.
With these skills, you can manage your absence professionally and ensure that important matters are addressed even when unavailable. Let’s dive in
How to Turn On Out of Office Email in MS Outlook?
If you haven’t turned on the automatic reply yet, then here is the complete guide for this. Follow each step to enable the feature:
Step 1: Open Outlook 365
Launch Outlook 365 on your Windows computer. Make sure you are signed in with your work or personal account.
Step 2: Navigate to File
In the top left corner of the Outlook window, click on the File tab. This will take you to the Account Information screen.
Step 3: Automatic Replies (Out of Office)
On the Account Information screen, you will see an option labeled Automatic Replies (Out of Office). Click on this option.
Step 4: Set Up Automatic Replies
A new window will pop up where you can configure your automatic replies. Here’s what you need to do:
- Turn on automatic replies: Select the Send automatic replies option.
- Set a time range (optional): If you want to schedule the start and end times for your automatic replies, check the Only send during this time range box and specify the start and end times.
- Compose your message: You will see two tabs – Inside My Organization and Outside My Organization.
- Inside My Organization: This message will be sent to colleagues within your organization.
- Outside My Organization: This message will be sent to people outside your organization. You can choose to send replies only to your contacts or to anyone who emails you.
Type your out-of-office message in the text boxes. Provide important details like your return date and an alternative contact person; if needed.
Step 5: Save and Close
Once you have set up your message, click OK to save your settings. Your out-of-office replies are now active. This automatic reply will work even if the Outlook is closed but in certain scenarios.
How to Turn Off Out of Office Email in MS Outlook?
Now that you know how to turn it on, it is way easier to turn it off. Follow the steps below to turn the Out of Office email off:
Step 1: Open Outlook 365
Launch Outlook 365 on your Windows computer and ensure you are signed in.
Step 2: Navigate to File
In the top left corner of the Outlook window, click on the File tab to access the Account Information screen.
Step 3: Automatic Replies (Out of Office)
Click on Automatic Replies (Out of Office).
Step 4: Disable Automatic Replies
In the Automatic Replies window, select the Do not send automatic replies option. This will turn off the out-of-office replies.
Step 5: Save and Close
Click OK to save your changes and close the window. Your out-of-office replies are now turned off.
Tips for Effective Out-of-Office Messages
- Be clear and concise: Clearly state that you are out of the office, the duration of your absence, and when you will be back.
- Provide alternative contact information: Mention a colleague or department that can be contacted in your absence.
- Set expectations: Let people know if you will be checking emails intermittently or if there will be a complete blackout period.
Sample Out-of-Office Messages
Hello,
Thank you for your email. I am out of the office and will return on [Return Date]. During this period, I will have limited access to my email.
For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for understanding.
Best regards,
[Your Name]
By following these steps, you can ensure that your out-of-office notifications are properly managed, providing clear communication to your colleagues and external contacts while you are away.
