Setting an Out of Office

Purpose

This guide provides step-by-step instructions for setting an Out of Office message in Microsoft Outlook on both Mac and PC. Use this feature to notify colleagues and external contacts that you are unavailable.

Instructions for PC (Windows)

1. Open Outlook:
   • Launch Microsoft Outlook on your PC.
2. Access Automatic Replies:
   • Click on the File tab in the top-left corner.
   • Select Automatic Replies (Out of Office) from the menu.
3. Set Up Your Out of Office Message:
   • In the Automatic Replies window, select Send automatic replies.
   • (Optional) Check Only send during this time range, then:
     • Specify the Start time and End time.
   • In the Inside My Organization tab, type your message for colleagues.
   • Switch to the Outside My Organization tab, and type a separate message for external contacts if desired.
     • You can also choose whether to send replies to external contacts only in your Contacts list or to all external senders.
4. Save and Enable:
   • Click OK to activate your Out of Office message.

Instructions for Mac

1. Open Outlook:
   • Launch Microsoft Outlook on your Mac.
2. Access Automatic Replies:
   • From the top menu bar, select Tools.
   • Click on Out of Office.
3. Set Up Your Out of Office Message:
   • In the Out of Office dialog box, check Send automatic replies.
   • (Optional) Specify the Start time and End time to limit the duration.
   • Enter your message for internal senders in the text box.
   • To send replies to external senders:
     • Check Send replies outside my organization.
     • Choose whether to send replies to external contacts only or all senders, and type a message for external contacts.
4. Save and Enable:
   • Click OK to activate your Out of Office message.

Tips and Troubleshooting

• Outlook Version Compatibility: Ensure you are using an updated version of Outlook. The steps may vary slightly between versions.
• Test Your Settings: Send a test email to verify that the Out of Office reply is functioning as intended.
• Disable Out of Office: When you return to work, repeat the steps above and deselect Send automatic replies to turn off the feature.

For further assistance, contact the Bowie State University IT Help Desk.