Outlook Online - Out-of-office messages and automatic replies Tutorial

In this video, you will learn about out-of-office messages and automatic replies in Microsoft 365. The video covers how to configure Outlook Online to automatically respond to emails when you are on vacation or away.
You can inform your colleagues about your absence and provide them with alternative contacts or your return date.
The video also shows how to block your calendar and automatically decline or cancel meetings during your absence.
You can customize your out-of-office message for internal and external contacts.
This tutorial will help you effectively manage your email communication while you are away.

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Objectifs :

Learn how to configure automatic replies in Outlook Online during your absence, including setting a time interval, managing calendar events, and customizing messages for internal and external contacts.

Chapitres :

  1. Introduction to Automatic Replies in Outlook Online
    When you're on vacation or away from the office for an extended period, it's essential to inform your colleagues about your absence. Outlook Online provides a feature called automatic replies, which allows you to notify anyone who emails you that you are unavailable and will not respond immediately.
  2. Configuring Automatic Replies
    To set up automatic replies in Outlook Online, follow these steps: 1. Click on **Settings** located at the top right of your screen. 2. In the settings window, select **Mail**. 3. Choose **Automatic Replies** and enable the feature. This will allow Outlook to send automatic responses to your colleagues during your absence.
  3. Setting a Time Interval
    You can specify a time interval during which automatic replies will be sent. This feature also allows you to block your calendar for the duration of your absence. To do this: - Provide a title that informs your colleagues about the nature of your absence, which will be added to your calendar automatically. - You can also choose to automatically decline any meeting requests that come in during this period.
  4. Managing Calendar Events
    While configuring your automatic replies, you have the option to: - Decline or cancel meetings that are already scheduled during your absence. - View all events planned in your calendar during this time. You can choose to send your out-of-office message as a cancellation for these meetings or set a specific message for canceling your appointments.
  5. Composing Your Out-of-Office Message
    Next, you will need to compose the text of your out-of-office message. Use the available formatting tools to enhance your message. Make sure to include important information such as: - Your return date. - Alternative contacts for urgent matters.
  6. Customizing Messages for External Contacts
    You can also send a different out-of-office message to external contacts. Choose whether to send this message to: - Only external contacts in your contact list. - All external senders who contact you. This ensures that everyone receives appropriate communication regarding your absence.
  7. Finalizing Your Settings
    Once you have configured your out-of-office message and settings, click on **Save** to confirm. Remember that automatic replies will be disabled at the end of the specified period.
  8. Conclusion
    Setting up automatic replies in Outlook Online is a straightforward process that helps maintain communication while you are away. By following the steps outlined above, you can ensure that your colleagues are informed of your absence and know how to reach out for urgent matters.

FAQ :

How do I set up automatic replies in Outlook Online?

To set up automatic replies in Outlook Online, click on Settings in the top right corner, select Mail, then Automatic Replies, and enable the feature. You can customize your message and set a time interval for the replies.

Can I customize my out of Office message for different contacts?

Yes, you can send different out of Office messages to external contacts by choosing to send it only to those in your contact list or to all external senders.

What happens to my calendar during my absence?

You can block your calendar during your absence, automatically decline meeting requests, and choose to cancel or keep scheduled meetings.

Will automatic replies be sent after my absence period?

No, automatic replies will be disabled automatically at the end of the specified absence period.

How can I inform my colleagues about my absence?

You can inform your colleagues by composing a clear out of Office message that includes your return date and alternative contacts for urgent matters.

Quelques cas d'usages :

Vacation Notification

When planning a vacation, employees can set up automatic replies in Outlook Online to inform colleagues of their absence, ensuring that urgent matters are directed to the right contacts.

Extended Leave Management

During an extended leave, such as maternity or medical leave, employees can configure their Outlook Online settings to manage incoming emails and meeting requests effectively, maintaining communication flow.

Project Management

Project managers can use automatic replies to inform team members about their availability during critical project phases, ensuring that communication is clear and expectations are managed.

Client Communication

Sales professionals can set up automatic replies to inform clients about their absence and provide alternative contacts, ensuring that client needs are addressed even when they are unavailable.

Event Planning

Event coordinators can use the calendar blocking feature to prevent scheduling conflicts during their absence, ensuring that all planned events are managed effectively.

Glossaire :

Outlook Online

A web-based email service provided by Microsoft that allows users to send, receive, and manage their emails and calendars.

Automatic replies

Predefined responses that are automatically sent to incoming emails when a user is unavailable, such as during vacations or extended absences.

Calendar blocking

The process of marking time on a calendar as unavailable, preventing others from scheduling meetings during that period.

Meeting requests

Invitations sent to individuals to attend a meeting, which can be accepted, declined, or proposed for a different time.

Out of Office message

A notification sent to inform others that a user is not available to respond to emails or attend meetings.

External contacts

Individuals or organizations outside of a user's company or organization.

résultat(s)
00:00:00
During your vacation or an extended absence,
00:00:03
you can configure Outlook Online
00:00:05
to automatically respond to
00:00:06
anyone who sends you e-mail.
00:00:08
Automatic replies allow you to
00:00:10
inform your colleagues that you're
00:00:12
out of the office and won't be
00:00:13
able to respond immediately.
00:00:15
You can also provide them
00:00:17
with other information,
00:00:18
such as the e-mail addresses of
00:00:20
individuals to contact for urgent
00:00:21
matters or your return date.
00:00:23
Click on Settings at the top
00:00:25
right of your screen.
00:00:26
In the window that appears,
00:00:28
choose Mail and then Automatic
00:00:30
Replies and enable Automatic replies.
00:00:31
You have the option to set a time
00:00:34
interval during which Outlook Online will
00:00:36
send automatic replies to your colleagues.
00:00:39
This option also allows you to block
00:00:41
your calendar for this period.
00:00:43
Give it a title to inform your colleagues
00:00:45
who have access to your calendar
00:00:47
information about the nature of your absence.
00:00:49
It will be automatically
00:00:50
added to your calendar.
00:00:52
You can automatically decline any
00:00:53
meeting requests during this period
00:00:55
and decline or cancel my meetings that
00:00:57
are already scheduled during this period.
00:00:59
By checking this last option,
00:01:00
you can view all the events
00:01:02
already planned in your calendar
00:01:03
during your absence period.
00:01:05
You can then choose to send your out of
00:01:07
office message as a cancellation for these.
00:01:10
Meetings or set a specific message
00:01:12
for canceling your appointments.
00:01:13
Next,
00:01:14
select events you want to cancel or keep in
00:01:17
your calendar during your absence period.
00:01:20
Compose the text of your out of
00:01:22
Office message and format it
00:01:24
using the available tools.
00:01:26
Finally,
00:01:26
you can send a different out of
00:01:29
Office message to external contacts
00:01:31
outside your company by choosing
00:01:33
to send it either only to external
00:01:35
contacts in your contact list or to
00:01:38
all external senders who contact you.
00:01:40
Once you have configured your
00:01:42
out of Office message,
00:01:43
click on Save to confirm.
00:01:45
Note that if you have set an absence period,
00:01:48
automatic replies will be automatically
00:01:50
disabled.
00:01:51
At the end of that period.

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