How to Develop an Automatic Reply (Out of Office) Message for Outlook

1. Using Outlook, select “FILE” in the upper left-hand corner of your screen:

2. Once you have selected “FILE,” your screen should flip to one like below. You will select the Automatic Replies (Out of Office) “box.”

3. A new box will appear in the middle of your screen like the one below. You will want to select “Send automatic replies” at the top of this

box. In addition, you will want to place your away message underneath the “Inside My Organization” and “Outside My Organization” tabs.

4. If you are going to be in an all-day training, you can insert a message such as this:

“I am currently in an all-day training. Please feel free to send a detailed message regarding your request, and I will respond as soon as I

am able. Thanks!”

If you are going to be out on annual leave, and you know when you will be returning, you can have a message that says:

“I am currently out of the office. I will return on Monday, July 6th. Please leave a detailed message, and I will respond upon my return.

Thanks!”

Also, if you know someone will be coverage for you, check with that person/supervisor to see if you can include their contact information in

the away message as customer courtesy.

5. Once you have input your away message, click ‘OK.’ Your Automatic Replies box will appear yellow.

6. If you go back to your Inbox, you will see the yellow stripe at the top of your mailbox. You can select “Turn Off” at any time to turn off

your automatic replies (out of office) messages. Do not forget to do this step upon your return.