Setting up automated “Out of Office” replies in Outlook 2010

If you use Simplifying IT’s Managed Exchange services, this article will assist you setting up automated out-of-office replies when your inbox receives a message.

If you have the Automatic Replies option in Outlook

Step 1. Open Outlook and click the File tab at the top left of the screen, and then the Info tab. From this menu select “Automatic Replies“.

 

Step 2 – In the Automatic Replies dialog box, select the Send Automatic Replies check box.

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.

In the Inside my organization tab, type the message that you want to send within your organization (people who have email addresses in your company), and in the Outside my organization tab, type the message that you want to send outside your organization (anyone who emails you externally).

Click OK. 

Your Out of Office message is now setup.

Note: If you selected the “Only send during this time range” option, the Automatic Replies (Out of Office)feature will continue to run until the date and time set for the End Time is reached. Otherwise, the Automatic Replies (Out of Office) will continue to run until you return to this screen and select the “Do not send automatic replies” option.

 

If you do not have the Automatic Replies option in Outlook

Step 1 – Open up a web browser (preferably Internet Explorer) and visit the following website address: owa.simplifyingit.com.au

Step 2 – You will now see the following screen.

Step 3 – Input your Simplifying IT email username and password into the boxes. If you are unsure of your email username or password, please contact us or start a new ticket on the right of this page.

Step 4 – After logging in, in the top right of the screen, click on “Options“.

Step 5 – On the left hand menu, click on “Out of Office Assistant“. You will now see the following screen.

Step 6 – Select the option “Send out of office replies“. If you like, select a series of dates that you would like to auto-reply to be active. There are 2 main boxes for your auto reply message. In the first box, insert your message for people inside your organisation (i.e. employees who share the same email domain).

If you would like to also send automatic replies to external contacts (people who send you email outside of your company) then be sure to select “Send the out of office replies to external senders” and insert your message in the second box shown.

Step 7- Click the “Save” box at the top left of the page and you’re done!

Got a question or improvement? Leave a comment!

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