Setting out of office in Outlook 2013 is a simple process that involves creating an automatic reply message to let people know you’re not available. Once set, the auto-reply will be sent to anyone who emails you during the specified period.
After completing this action, your Outlook 2013 will automatically send out your custom out of office message to anyone who sends you an email, letting them know that you are currently unavailable and when they can expect a response.
Introduction
In the fast-paced world of work, taking a break is essential. Yet, the thought of coming back to a mountain of emails can be daunting. That’s where setting an out of office message in Outlook 2013 comes in. This feature allows you to let your contacts know that you’re unavailable, reducing the pressure to respond immediately and setting clear expectations for when you’ll be back in action.
Whether you’re going on vacation, attending a conference, or just stepping away from your desk for an extended period, setting up an out of office message is a professional courtesy that can save you and your contacts a lot of confusion and frustration. It’s especially relevant for those who work in environments where timely email communication is crucial. So, how do you go about setting this up in Outlook 2013? Let’s dive in and find out.
Step by Step Tutorial on Setting Out of Office in Outlook 2013
The following steps will guide you in creating an out of office reply in Outlook 2013.
Step 1: Open Outlook and select the “File” menu
Opening the “File” menu will take you to the “Account Information” screen.
Once you’ve opened Outlook 2013, you need to access the “Account Information” screen. You can do this by clicking on the “File” tab located at the top-left corner of the screen. This is where you can manage your account settings, including setting up your out of office replies.
Step 2: Click on “Automatic Replies (Out of Office)”
Selecting this option brings up the “Automatic Replies” dialog box.
In the “Account Information” screen, you’ll find the “Automatic Replies (Out of Office)” button. Clicking on this will open a new dialog box where you can set up your out of office message and specify the duration for which it should be active.
Step 3: Set the time range for your out of office reply
Choose the start and end date for your automatic replies.
In the “Automatic Replies” dialog box, you have the option to set a specific time range. This ensures that your out of office message will only be sent during the period you’re actually away. Simply select the “Only send during this time range” option and then specify your start and end dates.
Step 4: Write your out of office message
Create a custom message that will be sent as your out of office reply.
Now it’s time to write the message that people will receive when they email you. You can keep it simple by informing them of your absence and the date you’ll return, or you might want to include alternative contact information if urgent matters arise. Once you’ve crafted your message, type it into the “Inside My Organization” and “Outside My Organization” tabs as appropriate.
Step 5: Click “OK” to set your out of office reply
Save your settings to activate your out of office replies.
After you’ve confirmed the time range and message, click “OK” at the bottom of the “Automatic Replies” dialog box. This will save your settings and activate your out of office replies. You can now enjoy your time away, knowing that anyone who tries to contact you via email will be informed of your absence.
Pros
| Benefit | Explanation |
|---|---|
| Professionalism | An out of office message maintains professionalism as it informs your contacts of your absence and sets expectations for when you will respond. |
| Reduced Stress | Knowing that your contacts are informed of your absence can reduce stress while you’re away. |
| Time Management | Out of office replies can help you manage your time better upon return, as contacts are less likely to expect immediate responses. |
Cons
| Drawback | Explanation |
|---|---|
| Potential Overuse | Setting out of office replies too frequently may lead to people disregarding your messages. |
| Missed Opportunities | You may miss important emails or opportunities while you’re away and relying on automatic replies. |
| Technical Issues | There’s always a possibility of technical glitches, such as the message not sending correctly or at all. |
Additional Information
When setting your out of office message in Outlook 2013, consider your audience. You may want to create two different messages – one for colleagues within your organization and another for external contacts. Remember to keep your message clear and concise, and it’s often helpful to include the name and contact details of a colleague who can be reached in your absence.
Another tip is to set a reminder for yourself to turn off the out of office reply when you return. It’s easy to forget, and you don’t want to send out-of-office replies when you’re back at work. Lastly, consider testing your out of office message before you leave to ensure it’s working correctly. You can do this by sending an email from a different account to yourself.
Summary
- Open Outlook and select the “File” menu
- Click on “Automatic Replies (Out of Office)”
- Set the time range for your out of office reply
- Write your out of office message
- Click “OK” to set your out of office reply
Frequently Asked Questions
Can I set up an out of office reply for a shared mailbox?
Yes, you can set an out of office reply for a shared mailbox by adding the mailbox to your Outlook account and following the same steps outlined for a regular account.
Can I set different messages for internal and external contacts?
Yes, Outlook 2013 allows you to set different out of office messages for people within your organization and for external contacts.
What happens if I forget to set an end date for my out of office reply?
If you don’t set an end date, your out of office reply will continue to be sent until you manually turn it off.
Can I schedule out of office replies in advance?
Yes, you can schedule your out of office replies in advance by specifying the start and end dates in the “Automatic Replies” dialog box.
Is there a character limit for out of office messages in Outlook 2013?
Yes, there is a limit of 200 characters for the out of office message sent to external contacts.
Conclusion
Setting an out of office reply in Outlook 2013 is a straightforward way to manage expectations and maintain professionalism while you’re away from work. With these simple steps, you can ensure that your contacts are informed of your absence and when they can expect a response.
Just remember to keep your message clear and provide alternative contact information if necessary. By taking advantage of this feature, you can enjoy your time away without worrying about a backlog of emails or missed communications.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.