Set Out of Office messages in Microsoft® Outlook 2010
Microsoft Outlook 2010 has a feature known as Out of Office Assistant in it. This feature enables the users to automatically respond through e-mails when out of office, regardless if your computer is off or on. You can find this feature under the 'Tools' menu in Microsoft Outlook 2010. This feature requires your e-mail server to be running on Microsoft Exchange to work. Therefore, if your server is not running Microsoft Exchange, this function will be missing from the 'Tools' Menu. However, users who do not have MicrosoftÂ Exchange Servers can also set up a rule to automatically reply to their messages by undergoing some steps specifically. But before following those steps, you will have to make a Microsoft Outlook template that contains your Out of Office message telling users when you will be away and when you will return.
- Role of Out of Office messages
- Setting Out of Office messages in Microsoft Outlook 2010
- Setting Out of Office messages without a Microsoft Exchange Account
Role of Out of Office messages
When you are away from your desk for more than a couple of days or for a long time, you can set up your Microsoft Outlook 2010 account to send automatic replies informing your contacts that you are not available at your desk. If you have Microsoft Outlook 2010 and a Microsoft Exchange Server e-mail account, you can use Out of Office messages to send replies to incoming messages when you are away from your office. This will help your clients to let them know your absence and the reason for it.
Setting Out of Office messages in Microsoft Outlook 2010
To set the Out of Office message, go to the ‘File’. Select ‘Info’ in the left of the window. Search for ‘Automatic Replies’ (Out of Office). If you do not see this option, that means you are not connected to Microsoft Exchange Server. If you see the option, click to start the Out of Office message. Select the option named ‘I am currently Out of the Office’ and then type a message into the ‘Auto Reply’ box i.e. this is the message that will be sent to those people who sends you an email message while you are away. Click the ‘Add Rule’ button if you like to use Microsoft Outlook rules to forward or organize your incoming email messages while you are away. If not, click 'OK' and finish the setting.
If you have an Microsoft Outlook 2010 e-mail account that is not on Microsoft Exchange Server, you can use the Out of Office message using rules. But note that your computer must remain on and your Microsoft Outlook account be opened while you are away or this method will not work. Then go to ‘Format Text’ and select ‘Plain Text’. Then type a message into the body of the e-mail. Then go to ‘File’ of the message and click ‘Save As’ option. Then select ‘Outlook Template’ in the ‘Save as Type’ list, then enter a name for the file and click ‘Save’. Close it and go to ‘Home’ at ribbon. Click ‘Rules’ in the ‘Move’ group and select ‘Manage Rules and Alerts’ option. Confirm you are on the ‘Email Rules’ tab and then click ‘New Rule’. Select ‘Apply Rule on Messages I Receive’ and then click ‘Next’. Select the ‘Sent only to me’ box or ‘Where My Name is in the To Field’ check box and click ‘next’. Select the ‘Reply Using a Specific Template’ box. Click on ‘A Specific Template’ hyperlink in the ‘Edit the Rule Description’ section. Select ‘User Templates’ in the Look Inbox and click on the Out of Office Message template that you had created and saved. Then click 'Open' and you shall set your Out of Office in Microsoft Outlook 2010. Follow the prompts further as you need. Be sure that you have deleted or turned off the rule when you have returned.
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