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Outlook - Out of Office Alert

Last Updated: Apr 17, 2017 09:15AM PDT

How to use the Out of Office Assistant in Outlook

Summary
This article describes how to use the "Automatic Replies (Out of Office)" and "Out of Office Assistant".


How to turn on "Automatic Replies (Out of Office)" or the "Out of Office Assistant" 

For Microsoft Office Outlook 2016, 2013 and 2010

  1. Click the File tab, and then click the Info tab in the menu.

    Outlook File Menu Snapshot
     
  2. Click Automatic Replies (Out of Office).

    Outlook 2013 Out Of Office feature Snapshot
    Note If you do not see this option, you are not using an Exchange account. Please go to this section: How to enable Automatic Replies in non-exchange account.
  3. In the Automatic Replies dialog box, select the Send Automatic Replies check box.
  4. If you want to specify a set time and date range, select the Only send during this time range check box. Then set the Start time, and then set the End time.
  5. In the Inside my organization tab, type the message that you want to send within your organization, and in the Outside my organization tab, type the message that you want to send outside your organization.
  6. Click OK.
  7. If you selected the “Only send during this time range” option in step 4, the Automatic Replies (Out of Office) feature will continue to run until the date and time set for the End Time in step 5 is reached.
    Otherwise, the Automatic Replies (Out of Office) will continue to run until you repeat step 1 and select the “Do not send automatic replies” option.
 

 

How to use the Out of Office Assistant in Outlook

You can turn on or modify automatic replies.

  1. Sign in to Outlook Web App. For help, see Sign in to Outlook on the web.

  2. On the nav bar, choose Outlook (or Mail).

    Or

    Choose App launcher Office 365 app launcher icon > Outlook.

    Office 365 navigation options
  3. On the nav bar, choose Settings Settings icon > Set automatic replies.

    Or

    On the nav bar, choose Settings Settings icon > Options > Automatic replies.

Use the following information to help you set up your automatic reply.

Setting

Description

Don’t send automatic replies

Select this option to turn off automatic replies.

Send automatic replies

Select this option to turn on automatic replies.

Send replies only during this time period

Select this check box, and then set a start time and end time to control when automatic replies are sent. If you don't set a time period, your automatic reply remains on until you turn it off. And you’re reminded you automatic replies are turned on each time you sign in to your mailbox.

Send a reply once to each sender inside my organization with the following message

Use the text box to create a message that is sent only to senders who are inside your organization. This option may not be available.

Send automatic reply messages to senders outside my organization

Select this check box if you want automatic replies to be sent to senders outside your organization.

If you select the check box to send automatic replies to persons outside your organization, two other options are made available. Choose one of the following:

  • Send replies only to senders in my Contacts list

    Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply.

  • Send replies to all external senders

    Select this to send your reply to all senders outside your organization.

Send a reply once to each sender outside my organization with the following message

If you select Send replies to all external senders, in the text box type the reply message you want sent.

 

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