Automatic Replies are emails sent to a sender of an email letting them know you are unavailable. For example, when on annual leave. They are sent a copy of this ONCE no matter how many times they email.
They should typically contain the date you will return to work and an alternative contact email/phone number if the enquiry requires to be dealt with before you return. For example, ‘I will be out the office until X. If your enquiry is urgent please contact Y. Otherwise, I will answer your email on my return.’
They can be applied immediately or set them for a future date/time and you can have one message for all or two messages:
- ‘Inside my Organisation’ – i.e. all Key, Community Lifestyles and TAG staff
- ‘Outside my Organisation’ – i.e. everyone else.
ICT staff do not have access to your mailbox and are unable to put on your out of office should you forget.
Remember you can set it using your mobile phone or through the Teams app.
Click File
Click ‘Automatic Reply’.
Select ‘Send automatic replies’. To put them on for a future date. Tick the ‘Only send during this time range’. box and use the drop down menus to select a start/end date and time.- Use the ‘Inside My Organization’ and ‘ Outside My Organization’ tabs to set a message which will be sent to people within Key and Community Lifestyles and the other to all other senders.
- Click ‘OK’.
If you start Outlook with the ‘Automatic Replies’ function switched on a bar along the top of the screen will be displayed.
Click the ‘Turn Off’ button.