Setting automatic replies (Out of Office)

Before setting automatic replies, please check if your local organisation has any automatic reply requirements

An automatic reply or Out of Office message is an automatic response that is sent to the sender when you receive an email and should be set when you will not be accessing your emails for a period of time. An automatic reply will only be sent to an email sender once, after the first email that is received

An automatic reply will commonly include details of when you will be returning and who to contact in your absence

  1. Click Mail in the navigation bar at the top right of the screen

Select mail

      2.Click on the settings icon and then Set automatic replies

      3.Select the Send replies only during this time period box if you already know when you would like your automatic reply to switch off and choose a Start and End date and time

click send automatic replies

If there is a circumstance when you do not know the end date of an automatic reply, for example if you are on indefinite sick leave, you can choose not to select this box

     4.Type in your automatic reply in the free text field and change the font and size

enter automatic reply text

    5.Scroll down and select the Send automatic reply messages to senders outside my organisation box

You can copy and paste the text above or change the message as you wish

select the send to external senders option

   6.Click save and a triangle with an exclamation mark in the middle will appear at the top of the inbox page to remind you that automatic replies are being sent

If you click on the blue triangle, a pop up will appear at the top of the screen asking if you would like to turn off automatic replies

The message will also appear the next time you log into your account if it is before the end date of your automatic reply or if you have not specified an end date

Message box asking if automatic replies can be turned off

Handy Hint

MailTips will notify you when you are emailing someone who has automatic replies set. A small message will be displayed above the person’s name in the To field with their automatic reply as you draft your email.

Updated on 29/05/2019

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