MS OUTLOOK - Task 1
TASK 1 : Set-up auto-reply (out of office)
How to Set Up an Out-of-Office Reply in Microsoft Outlook
Out-of-office replies are a valuable tool for professionals who need to manage email communications while away. Setting an out-of-office reply in Microsoft Outlook allows you to automatically inform senders that you’re unavailable and provides them with any necessary information, such as a return date or alternative contacts.
Out-of-office replies are a valuable tool for professionals who need to manage email communications while away. Setting an out-of-office reply in Microsoft Outlook allows you to automatically inform senders that you’re unavailable and provides them with any necessary information, such as a return date or alternative contacts.
VIDEO RESOURCE
Watch the video below as introduction, then use the guide below to learn step by step.
Find here the video transcript
0:03
hi guys welcome to it our expert again
0:06
in today video we will use Outlook to
0:08
and read and reply emails create and
0:11
send them we go to the file menu and
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choose automatic replies from the
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options click on automatic replies and
0:19
select send automatic
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replies now type your autor reply
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message in the inside the organization
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tab including your return date and any
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contact instructions if needed if known
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check the box for only send during this
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time range and use the drop- down
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calendar to select your desired date
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range and set the time you'll be away at
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last format the text copy the message in
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the outside the organization Tab and
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click okay to save your settings your
0:46
automatic reply is now set
0:49
up there you go follow us for more and
0:52
write on the comments if you have any
0:54
special requests if you like this video
0:56
please hit the thumbs up subscribe to
0:59
the channel and click HCK the
1:00
notification Bell thank you
READING MATERIAL
Step-by-Step Guide for Setting Up an Out-of-Office Reply
There are two ways to set up out-of-office replies in Microsoft Outlook: using the desktop app or via Outlook on the web. This guide will cover both options.
There are two ways to set up out-of-office replies in Microsoft Outlook: using the desktop app or via Outlook on the web. This guide will cover both options.
Method 1: Setting Up Out-of-Office Reply in the Outlook Desktop App
Step 1: Open Microsoft Outlook.
Step 2: Go to the File tab on the top left of the screen.
Step 3: In the Info section, select Automatic Replies (Out of Office).
Step 4: In the Automatic Replies dialog box, select Send automatic replies.
Step 5: Set a time range for your out-of-office message if you want it to activate and deactivate automatically.
Start time: The date and time you want the reply to begin.
End time: The date and time you want the reply to stop (If you don’t set a time range, the automatic reply will stay on until you manually turn it off).
Step 6: Type your out-of-office message. You can customize this for different audiences:
Inside My Organization: A message for colleagues within your organization.
Outside My Organization: A message for external contacts. You can choose to send this only to people in your contacts or to anyone who emails you.
Step 7: Click OK to activate your automatic replies.
Example message:
Hello,
Thank you for reaching out. I am currently out of the office and will not be available until [Return Date]. During this time, I will have limited access to my email.
For urgent matters, please contact [Alternative Contact] at [Email Address or Phone Number].
Thank you for your understanding.
Best regards,
[Your Name]
Method 2: Setting Up Out-of-Office Reply in Outlook on the Web
Step 1: Go to Outlook.com and log into your account.
Step 2: Click on the Settings gear icon at the top right corner and select View all Outlook settings at the bottom.
Step 3: In the settings panel, navigate to Mail > Automatic replies.
Step 4: Select Turn on automatic replies.
Step 5: Set a date range for your out-of-office message if you want it off automatically.
Step 6: Type your message. Similar to the desktop version, you can customize replies for inside and outside your organization.
Step 7: Click Save to activate your out-of-office message.
Tips for Writing an Effective Out-of-Office Reply
Be Clear and Concise: Include essential information such as dates, alternative contacts, and how often you'll check your email (if at all).
Set Expectations: Let the sender know when they can expect a reply from you.
Offer Alternative Contacts: If necessary, provide contacts who can assist with urgent matters.
With these steps, you’ll ensure seamless communication while you’re away.