How to Set Out of Office (Auto Reply) in Outlook

Most of the times, staff may proceed on vacation or attend to official engagements outside the corporate environment where they have access to their outlook mail. In such situations, simply set your ‘Out of Office’ message to ensure that your clients/colleagues know you will get back at them when you return from wherever you have gone to. Follow these simple steps:

  1. Open your outlook, Click on Tools menu, then click Out of Office Assistant.
  2. If you get the dialog box below as a response, then you need to disable your proxy server settings on your system through your internet exploreruntitled
  3. If step 2 above does not apply to you, then you will see the figure below: untitled
  4. Then click the ‘Send Out of Office auto-replies button
  5. Type in the box provided the message you want your mailers to see e.g “Hi, I am on vacation and due to resume on Wed 20th April 2014. I shall  respond to your mails when i resume.”  Repeat same message for Outside my organization box
  6. click Ok

Second method:

  1. Create a new mail message – enter the content of the message you want your mail senders to see while you are away
  2. Click File > Save As to save the message as Outlook Template.
  3. Select “Outlook Template” from the Save As Type, click Save button.
  4. Close the mail message and Click Tools > Rules and Alerts. Note: if you are using Outlook 2010/2013 and have not Classic Menu for Office, please click the File tab on the top-left, and then click Info > Rules and Alerts..
  5. Click New Rule.
  6. Select Check messages when they arrive and click Next button.
  7. Check where my name is in the To box and click Next button.
  8. Check reply using a specific template. And then click the label “a specific template”
  9. Select “User Templates in File System” on the right of “Look In”, the template “Out of Office AutoReply” which you saved will be here.
    Select it and click Open button.
  10. Click Next button.
  11. Check except if it is an Out of Office message. Click Next button.
  12. Type “Out of Office” in the edit box to regard it as rule name. Click Finish button. it is OK now.
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